Executive Assistant – CEO

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Company: Servpro Industries, LLC
Location: Gallatin, TN 37066

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Executive Assistant – CEO

Reporting directly to the CEO, the Executive Assistant to the CEO provides executive and administrative support to the CEO and Chief of Staff. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO.
Scheduling, task organization and communication will be essential competencies. Additionally, due to some HR information received, ability to keep and handle confidential information is a must. Ability to prioritize schedule/work that allows the CEO to complete projects is important. Highly professional phone skills are necessary to communicate with clients, executives, and franchises.

Primary Roles and Responsibilities:

Schedule Management
  • CEO calendar prioritization and scheduling.
  • Brief CEO daily regarding meetings/calls.
  • Executive and Director meeting coordination.
  • Arrange Executive events such as dinners, golf outings and team events.
  • Assists with the Preparation and Dissemination of CEO Communications
  • Review and edit correspondence, presentations and videos
  • Manage master files.
Travel Coordination/Manage Travel Itineraries
  • CEO Travel arrangements including preparation of detailed itineraries.
  • Coordinate/Arrange visitor logistics.

Assistance to Chief of Staff
  • Board of Managers liaison.
  • Logistics coordination for onsite Board of Managers Meetings.
  • Monitoring and tracking of Divisional Strategic Plans and Key Performance Metrics.

Expense and Account Reconciliation
  • Account Reconciliations
  • Prepare Expense Reports

General Administrative and Clerical Tasks
  • Coordinate conference calls and answer phone, taking messages and routing calls appropriately.
  • Prepare reports, memos, letters, and transcribe notes.
  • Handling basic bookkeeping tasks.
  • Filing and retrieving corporate records, documents, and reports.
  • Maintain an organized filing system of paper and electronic documents.
  • Opening, sorting and distributing incoming mail, emails, and other correspondence.

Additional Responsibilities:
  • Personal Assistance as Needed
  • Special Projects as Assigned
  • Convention Assistance
  • Other Duties as Assigned
  • Personal/Professional Development


Required Qualification (Knowledge, Skills, and Abilities):
  • Associates Degree Preferred
  • Minimum of 5+ years of experience as an Executive Assistant reporting directly to senior management or related
  • Proven track record to work effectively with senior management team.
  • Strong interpersonal skills; ability to work collaboratively and build cross-functional relationships with key members across the organization.
  • Develop and sustain a level of professionalism among staff and clientele
  • Friendly and professional demeanor.
  • Sound judgement and decision-making abilities.
  • Must demonstrate solution-oriented approach.
  • Advanced organization skills and attention to detail.
  • Highest level of integrity to manage confidential information.
  • Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity.
  • Advanced proficiency in Microsoft Office products and other relevant software.
  • Excellent verbal and written communication skills.
  • Willingness to learn and acquire new skills; Committed to continuous improvement.
  • Ability to work independently.

Physical and Work Environment Requirements:
  • This position functions in a fast-paced, high pressure corporate office environment with adherence to SERVPROÂŽ operating guidelines and standards.
  • This position requires most of the workday being spent sitting (or standing) at a desk. During certain times of year, there may be a need to lift boxes weighing up to 25 pounds.

Normal Working Hours, Additional Working Hours and Travel Requirements:
  • Standard working hours based on a minimum 40-hour Monday – Friday work week however some work on weekends may be required to complete assigned tasks and projects on schedule.
  • Some overnight travel may be required. Weekend travel may be required based on event schedules.