Executive Assistant

The purpose of this job is to provide comprehensive, professional and proactive administrative support for Pilot Flying J executive leadership, exercising confidentiality, tact and diplomacy.

Essential Job Functions

• Oversee the executive calendar and coordinate a variety of meetings and appointments; serve as a liaison between executive and other managers/ team members; complete and reconcile expense reports and process invoices.
• Maintain ongoing communication and work closely with executive to meet upcoming commitments and responsibilities. Plan, coordinate and assist with prioritization of executive’s daily schedule, ensuring effective use of time management.
• Arrange complex, detailed travel plans, itineraries and agendas, compile meeting documents, and monitor executive’s travel schedule; assist with resolution of logistical issues and meeting time changes
• Support senior leadership team with ad hoc projects; follow through on projects to successful completion under deadline pressures.
• Prepare, edit and distribute complex and confidential executive correspondence including meeting agendas and notes. Provide administrative support for emergencies during off hours, including weekends.
• Collaborate with other executive assistants and the Chief of Staff on meetings, schedules and presentations as needed. Coordinate and plan on- and off-site events, board meetings and other company-related functions.

Functional Knowledge

Business Acumen: Applies understanding of how efforts achieve organizational objectives

Leadership: Acts as a team lead but is not a supervisor

Problem Solving: Uses existing procedures to solve standard problems

Impact: Impacts own quality and effectiveness of work

Interpersonal Skills: Evaluates and communicates complex content in a clear manner

Timeframe: Must meet near term targets

Knowledge and Experience

Education Required: High School Diploma or Equivalent 

Experience Required: At least 3 Years' Experience

Specialized Knowledge

· Intermediate Microsoft Office skills required; advanced skills preferred

· Experience working on projects from inception to completion

· Experience using electronic calendars to schedule appointments, meetings, and other functions

•    Nation-wide Medical Plan/Dental/Vision
•    401(k) Flexible Spending Accounts
•    Adoption Assistance
•    Tuition Reimbursement
•    Weekly Pay