Executive Assistant & Special Events Planner

June 24, 2021
Lebanon, IN


Position Description

The Executive Assistant and Special Events planner provides administrative assistance, such as writing and editing emails, drafting memos, organizing meetings, coordinate travel arrangements, and more. Respond promptly to customer needs and solicit feedback to improve service. Understand business implications of decisions. Understand organization's strengths and weaknesses.

Duties and Responsibilities

  • Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive's behalf.
  • Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Manage the exective's day-to-day calendar, including making appointments and prioritizing the most sensitive matters.
  • Coordinating travel arrangements (both domestic and international) and create trip itineraries.
  • Provide a supportive role to event planning by contacting vendors, touring potential venue locations, and help with the set-up, execution, and cleanup of events.
  • Assist marketing team with printing of marketing materials and mailings.
  • Provide additional assistance with day-to-day marketing administration tasks and projects as needed.
  • Use various software, including word processing, spreadsheet, and presentation software to prepare reports and/or special projects.
  • Packaging

Competencies

  • Customer service: Respond promptly to customer needs and solicit customer feedback to improve service.
  • Analytical: Collect and research several data alternatives at once. Use intuition and experience to complement data. Present both pure data and risk-adjusted information clearly, quickly, and concisely.
  • Oral communication: Speak clearly and persuasively in positive and negative situations. Listen and get clarification. Respond well to questions and participate in meetings.
  • Problem solving: Identify and resolve problems in a timely manner. Gather and analyze information skillfully. Use reason even when dealing with emotional topics.
  • Judgement: Exhibit sound and accurate judgement; make timely decisions.
  • Professionalism: Approach others in a tactful manner. React well under pressure. Treat others with respect and consideration, regardless of their status or position. Accept responsibility for own actions. Follow through on commitments.
  • Business acumen: Understand business implications of decisions. Demonstrage general knowledge of market and competition; have general knowledge of process flow and be aware of inventory control.
  • Strategic thinking: Understand organization's strengths and weaknesses. Adapt strategy to changing conditions.
  • Dependability: Follow instructions, respond to management direction. Commit to additional hours of work when necessary to reach goals.
  • Confidentiality: Be able to keep pertinent business and personnel information confidential.

Knowledge and Skill Requirements

  • Proficient in the use of Microsoft Office (Word, Excel, and PowerPoint)
  • Minimum five years' experience in executive assistance

Working Conditions and Physical Effort

  • Work is normally performed in a typical interior/office work environment
  • Bending and light lifting
  • Infrequent air/land travel may be required
  • Generally limited exposure to physical risk

Qualifications

  • Skills Required
    • Problem Solving
    • Microsoft Office Suite
    • Written Communication
    • Verbal Communication
    • Basic Computer Skills
  • Behaviors Required
    • Team Player: Works well as a member of a group
    • Dedicated: Devoted to a task or purpose with loyalty or integrity
    • Detail-Oriented: Capable of carrying out a given task with all details necessary to get the task done well
  • Education
    • Associates or better in Planning or related field
  • Experience
    • 5 years experience as Executive Assistant


Qualified candidates should email resume along with salary history to: careers@auroraparts.com

NO PHONE CALLS, PLEASE.

Equal opportunity employer. This company considers candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

 

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Aurora Parts & Accessories
500 S. Enterprise Blvd
Lebanon, IN 46052