Executive Assistant

As a result of adding a new role, MoboTrex has an opening for an Executive Assistant reporting to the CEO. Interested candidates should reply to HR@mobotrex.com and provide a cover letter and resume including salary history. All applicants must reply by December 20th, 2017 to be considered.

Primary Objective

In this highly detail oriented role, the main responsibility is to conserve the CEO’s time and promote the corporate image by representing the CEO internally and externally and to act as a liaison between the CEO, key-executives, employees and stakeholders. The duties will require strong organizational skills, the ability to exercise discretion and independent judgement and decision making and the ability to work proactively and positively with employees at all levels in the company. This position will require the ability to fully embrace and personify the company’s culture, vision, mission and values.

Essential Duties and Responsibilities

Meetings & Appointments

  • Manages CEO’s business and personal calendars
  • Provides daily and weekly briefings on current and future schedule commitments identifying potential conflicts or issues
  • Prioritizes conflicting needs, handles matters expeditiously
  • Plans, coordinates and implements special events including CEO participation in monthly management meetings, i.e. corporate retreats, annual review meeting, employee functions, and various personal relationship development activities and other special events
  • Manages interactions with external business advisory councils, committees, and boards including meeting coordination, agenda preparation, action tracking, planning, assembling meeting notes and stakeholder follow-up
  • Proactively follows-through on projects to successful completion, often with deadline pressures
  • Organizes and prepares materials for quarterly board meetings
  • Attends internal and external meetings as required to effectively represent CEO and acts in the CEO’s proxy

Communications & Reports

  • Conducts research, prepares reports and develops presentations as requested by CEO
  • Assembles monthly KPI reports including key supplier partner reports and other reports as identified by CEO
  • Executes marketing tasks as the CEO’s proxy in coordination with external marketing firm
  • Creates and edits executive-level documents for review and distribution to key internal/external stakeholders
  • Monitors, reads and prepares personal and business correspondence
  • Manages CEO document control, electronic conversions and electronic filing as needed for daily maintenance or special projects such as legal or acquisition activities
  • Assists other admins as needed for company telephone coverage
  • Assists with visual presentations and other documents; proofreads copy for spelling, grammar and layout, making appropriate changes and takes responsibility for accuracy and clarity of final copy

Travel

  • Organizes, coordinates, and provides oversight of all CEO travel schedule details, including preparation of detailed itineraries and planning details
  • Organizes, coordinates, and provides oversight of all group travel schedule details to national trade shows and conferences
  • Coordinates use of the Austin apartment

Other Duties

  • Represents CEO professional and personal brand in all activities and assignments
  • Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature and determines appropriate course of action, referral or response
  • Manages headquarter facility maintenance contracts and special projects; is the go to person for the Davenport facility and is responsible for the annual facility budget
  • Manages and tracks certain executive-level special projects as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Bachelor’s or Associates degree required
Min. of 5 years’ experience in high level administrative assistant or executive assistant role
Experience interpreting high level business goals
Experience making decisions as proxy for CEO

Knowledge, Skills and Abilities:

  • Executive support level written and verbal communication skills
  • Attention to detail and well organized in a multi-tasking environment
  • Strong knowledge of: Word, Excel, Outlook, PowerPoint, MS Office, Internet, social media platforms
  • Mathematical Skills: General Arithmetic/Percentages/Fractions
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Ability to define problems, collect data, establish facts and draw valid conclusions the ability to make decisions and communicate decisions based on those conclusions
  • Public relation skills and phone etiquette
  • Independent Self-Starter