POSITION SUMMARY:
The Executive Coordinator will provide administrative support to the company Executive Vice President and assist in project coordination oversight of company-wide projects including cross-functional project implementations and strategic process improvement initiatives. This position is an office-based role and will work closely with the leadership team to plan, facilitate and coordinate projects of key strategic and operational objectives of the company. The ideal candidate will be highly motivated, detailed, responsible, an organized multitasker, and a fast learner. This role requires advanced computer skills (high proficiency with Excel and PowerPoint), adaptability, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of management, staff, and clients. S/he must be extremely professional and comfortable with maintaining a high degree of confidentiality.
This position requires being in office, not hybrid nor remote.
ESSENTIAL JOB DUTIES & RESPONSIBILITIES:
Administrative Support for Executive Vice President
- Provide direct administrative support to the Executive Vice President, including scheduling meetings, calendar management, travel itinerary, expense reports, and all other communications
- Meet regularly with Executive Vice President to plan, create, prioritize, and maintain objectives in an integrated management system
- Work with EVP on company-wide communications and other MarCom requests and projects
- System administrator managing access and privileging for various systems
- Manage the office organization system including digital filing, contract maintenance system, and other key documents
- Involved in the design, creation, and automation of approval loops for company processes
- Involved with special operations and projects, as needed
- Office Management Assist in providing general office management and administrative support functions to include welcoming visitors, directing calls, ordering supplies, and mail distribution for the company
- Serve as point of contact for internal associates on associate training (i.e. Workday), Q&A support, as well as general questions/inquiries
- Register business associated Visitors that need access to the Alpharetta campus
- Prepare and distribute executive leadership team minutes and other deliverables
- Work with HRBP and Talent Acquisition to assist with coordinating interviews and welcoming new hires
- Plan and coordinate corporate , meetings,
- Act as a liaison between CC and JH as follows:
- Technology group - including assisting in troubleshooting IT issues, assist with cell phone upgrades/repairs/international features, ordering all replacement equipment, laptops, monitors, etc. Human Resources – including Workday questions, recruiting, onboarding and termination activities for associates, training resources, etc.Loves Lifts & Volunteer – liaison in coordinating events and communication.Associate Experience – liaison for campus eventsFacilities/Furniture /Equipment – assist associates with office space and equipment needsPrepare, edit and assemble a variety of documents including memos, letters, and reports; bind copies of presentations
- Maintain effective business relations with customers, internal and external contacts
- Order business cards, company banners and other company apparel, holiday gifts, and/or awards for Associates
- Submit maintenance and IT tickets to JH shared services departments
- Provide general office support functions for seasonal décor and periodic changes
Project Coordination
- Assist in Managing projects related to the business and operations improvement initiatives, as directed by the Executive Vice President
- Support project coordination to improve workflow mapping of company processes and procedures
- Assist Executive Vice President with planning and managing budgets including annual, quarterly and monthly expense tracking and other key performance indicators
- Gather and analyze data, prepare reports, create documents, PowerPoints, and MS Excel spreadsheets
- Utilize and update project milestones in company tracking tools to prioritize and coordinate workflows
- Produce deadline-driven results and support senior staff in providing timely and accurate responses to client questions
- Build presentations for reporting purposes, business analysis, and other deliverables both internal and external
- Create and manage comprehensive processes to track timelines and deliverables
QUALIFICATIONS – EDUCATION, WORK EXPERIENCE, CERTIFICATIONS:
EDUCATION/CERTIFICATIONS:
Bachelor’s degree or equivalent experience.
EXPERIENCE/SKILLS REQUIRED:
- 10 years of administrative experience; 5 years executive assistance and/or project coordination experience
- Advanced MS Office Suite skills, including Teams
- Proven team player
- Diplomatic and professional communicator (verbal and written)
- Proven experience with tools to track projects and related deadlines
- Admin supporting multiple senior level executives (President, EVP level)
- Experience with Salesforce, SharePoint, Workday and a project management software platforms such as Monday.com, Asana or Smartsheet’s is strongly preferred
- Strong organizational and quality management skills; ability to handle multiple tasks and priorities effectively
- Extremely detailed oriented
- Ability to maintain a high level of professionalism and keep information confidential
