1670 Corporate Compliance - Executive Assistant
FFF Enterprises, Kernersville, NC, United States
Executive Assistant
The Executive Assistant performs diverse administrative functions for the Executive(s) and may support the Management staff that report to the Executive(s). This position will provide support that is instrumental to success of leader. The incumbent composes communications; reviews, prioritizes, and responds to emails; creates reports and presentations; organizes and schedules appointments, and meetings; organizes travel; reviews strategic documents; takes notes at meetings and any other administrative tasks that help the executive perform their job.
Essential Functions
Maintain Executive(s) calendar and schedules meetings.
Handles sensitive information in a confidential and private manner as this position will have access to confidential information including communications from senior executives, compensation data, corporate strategy, pending or future contracts, specific employee details, and other sensitive company information.
Makes travel arrangements for the Executive(s) including flights, cars, hotels, meeting rooms, etc.
Coordinates conference calls and webinars
Organize meetings including setting date, notifying attendees, preparing meeting room, preparing agenda, and ordering food as needed.
Receive invoices, code them and provides them to the Executive for approval.
Compose letters and emails in an accurate, professional, timely manner.
Assist in special projects as assigned which may include basic research projects.
Schedule interviews and provide travel arrangements if necessary for candidates.
Maintain contracts in ConvergePoint. Coordinate with vendor and Executive to obtain signature for contracts.
Order gift cards for various departments when instructed.
Note taking for various meetings. FFF: Public Information
Provide notary services as needed.
Assist the receptionist with telephone duties as needed.
Assist in fielding and posting questions/comments for the Q&A section of Microsoft Teams Live Event Quarterly All Hands Meetings.
Support other Executive Assistants while on vacation, LOA, etc.
Continuously strive to improve processes, service quality to internal and external customers.
Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
Display dedication to position responsibilities and achieve assigned goals and objectives. Represent the Company in a professional manner and appearance at all times.
Understand and internalize the Company's purpose, display loyalty to the Company and its organizational values.
Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our work force in actions, words, and deeds.
Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
Other duties as assigned
Education, Knowledge, Skills and Experience
Required Education:
High school diploma or equivalent.
Associate degree or relative college courses preferred.
Required Experience:
Minimum two (2) years of executive level administrative assistant work required.
Minimum ten (10) years of administrative assistant work required.
Required Skills:
Must have strong organizational skills.
Must have a detail orientation and the proven ability to prioritize work.
Must have effective verbal and written communication skills.
Must have the ability to work with limited supervision and as part of a team
Sound decision-making abilities.
Advanced professional administrative procedures.
Required to interface with all employees and customers with tact, discretion and finesse.
Ability to prioritize multiple projects and complete on time.
Ability to exercise initiative in organizing and completing daily tasks.
Ability to solve moderately complex problems.
Excellent, on-time attendance.
Consistent accuracy in work product.
Intermediate Microsoft Word, Intermediate Power Point, Intermediate Excel required.
Type 60 wpm.
Professional Certifications:
Notary certification a plus.
Physical requirements:
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The employee must be able to travel occasionally. The employee occasionally lifts up to 20 lbs. and occasionally kneels and bends. Working condition include normal office setting.
Mental Demands:
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations' situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
Direct Reports:
No
EEO/AAP Statement:
FFF Enterprises and Nufactor are an equal opportunity employer and prohibits discrimination and harassment based on the following characteristics: race, color, religion, national origin, physical or mental disability, gender, age (40 years and over) qualified veteran and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.
To be considered for a position with FFF Enterprises, Inc, applicants must complete and sign the application.
Employee Benefits Available for FFF Enterprises Team Members:
Medical Insurance
Dental Insurance
Vision Discount Program
Vision Insurance Plan
Health Savings Account (HSA)
Flexible Spending Account (FSA)
Dependent Care Flexible Spending Account
Employee Assistance Program (EAP)
Group Life and AD&D
Voluntary Supplemental Life Insurance Plans
Short Term Disability
Long Term Disability Income Protection
401k Profit Sharing Retirement Plan - Discretionary Match
Discretionary Bonus
Supplemental Insurance Plans
Prepaid Legal/Identity Theft Plan
Paid Holidays/Vacation/Sick Days
Seven (7) Paid Holidays, Two (2) Week Vacation, Five (5) Sick Days, and One (1) Float Day for CA, NC, and TX All Other States Receive One Hundred Twenty (120) Hours of PTO
Tuition Reimbursement Program
Notary Services
Employee Referral Bonus
Vendor Discount Programs
Corporate Individual Travel Program
(Note: We comply with the ADA and consider reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential functions. Hire may be subject to passing a medical examination, and to skill and agility tests.)
The Executive Assistant performs diverse administrative functions for the Executive(s) and may support the Management staff that report to the Executive(s). This position will provide support that is instrumental to success of leader. The incumbent composes communications; reviews, prioritizes, and responds to emails; creates reports and presentations; organizes and schedules appointments, and meetings; organizes travel; reviews strategic documents; takes notes at meetings and any other administrative tasks that help the executive perform their job.
Essential Functions
Maintain Executive(s) calendar and schedules meetings.
Handles sensitive information in a confidential and private manner as this position will have access to confidential information including communications from senior executives, compensation data, corporate strategy, pending or future contracts, specific employee details, and other sensitive company information.
Makes travel arrangements for the Executive(s) including flights, cars, hotels, meeting rooms, etc.
Coordinates conference calls and webinars
Organize meetings including setting date, notifying attendees, preparing meeting room, preparing agenda, and ordering food as needed.
Receive invoices, code them and provides them to the Executive for approval.
Compose letters and emails in an accurate, professional, timely manner.
Assist in special projects as assigned which may include basic research projects.
Schedule interviews and provide travel arrangements if necessary for candidates.
Maintain contracts in ConvergePoint. Coordinate with vendor and Executive to obtain signature for contracts.
Order gift cards for various departments when instructed.
Note taking for various meetings. FFF: Public Information
Provide notary services as needed.
Assist the receptionist with telephone duties as needed.
Assist in fielding and posting questions/comments for the Q&A section of Microsoft Teams Live Event Quarterly All Hands Meetings.
Support other Executive Assistants while on vacation, LOA, etc.
Continuously strive to improve processes, service quality to internal and external customers.
Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
Display dedication to position responsibilities and achieve assigned goals and objectives. Represent the Company in a professional manner and appearance at all times.
Understand and internalize the Company's purpose, display loyalty to the Company and its organizational values.
Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our work force in actions, words, and deeds.
Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
Other duties as assigned
Education, Knowledge, Skills and Experience
Required Education:
High school diploma or equivalent.
Associate degree or relative college courses preferred.
Required Experience:
Minimum two (2) years of executive level administrative assistant work required.
Minimum ten (10) years of administrative assistant work required.
Required Skills:
Must have strong organizational skills.
Must have a detail orientation and the proven ability to prioritize work.
Must have effective verbal and written communication skills.
Must have the ability to work with limited supervision and as part of a team
Sound decision-making abilities.
Advanced professional administrative procedures.
Required to interface with all employees and customers with tact, discretion and finesse.
Ability to prioritize multiple projects and complete on time.
Ability to exercise initiative in organizing and completing daily tasks.
Ability to solve moderately complex problems.
Excellent, on-time attendance.
Consistent accuracy in work product.
Intermediate Microsoft Word, Intermediate Power Point, Intermediate Excel required.
Type 60 wpm.
Professional Certifications:
Notary certification a plus.
Physical requirements:
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The employee must be able to travel occasionally. The employee occasionally lifts up to 20 lbs. and occasionally kneels and bends. Working condition include normal office setting.
Mental Demands:
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations' situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
Direct Reports:
No
EEO/AAP Statement:
FFF Enterprises and Nufactor are an equal opportunity employer and prohibits discrimination and harassment based on the following characteristics: race, color, religion, national origin, physical or mental disability, gender, age (40 years and over) qualified veteran and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.
To be considered for a position with FFF Enterprises, Inc, applicants must complete and sign the application.
Employee Benefits Available for FFF Enterprises Team Members:
Medical Insurance
Dental Insurance
Vision Discount Program
Vision Insurance Plan
Health Savings Account (HSA)
Flexible Spending Account (FSA)
Dependent Care Flexible Spending Account
Employee Assistance Program (EAP)
Group Life and AD&D
Voluntary Supplemental Life Insurance Plans
Short Term Disability
Long Term Disability Income Protection
401k Profit Sharing Retirement Plan - Discretionary Match
Discretionary Bonus
Supplemental Insurance Plans
Prepaid Legal/Identity Theft Plan
Paid Holidays/Vacation/Sick Days
Seven (7) Paid Holidays, Two (2) Week Vacation, Five (5) Sick Days, and One (1) Float Day for CA, NC, and TX All Other States Receive One Hundred Twenty (120) Hours of PTO
Tuition Reimbursement Program
Notary Services
Employee Referral Bonus
Vendor Discount Programs
Corporate Individual Travel Program
(Note: We comply with the ADA and consider reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential functions. Hire may be subject to passing a medical examination, and to skill and agility tests.)