The Executive Assistant serves as assistant, partner, confidant, gatekeeper, and representative of the owners and operators of Hamilton. More than a standard Executive Assistant role, this individual is tasked with staying one step ahead of the schedule and day-to-day requirements of the CEO and COO. The Executive Support Specialist will work hand-in-hand with ownership, striving to maximize their focus on serving both their clients and team members. This, in turn, allows them and all Hamilton team members to enhance the Hamilton brand day in and day out.
This position may be required to work weekends, some holidays, and peak sales periods.
Responsibilities
Manage CEO and COO calendars, as well as coordinate calendars of other executive leadership team members for meetings attended by CEO or COO.
Schedule personal and business appointments for individuals or groups.
Organize and book both inside and outside facilities.
Apply consistent formatting, language, organization, and usage of digital calendar tools.
Ensure CEO and COO are following up and aware of meeting required deadlines.
Set up and initiate virtual meetings, managing dial-in numbers, video conference links, audio pins, host codes, and account information.
Take notes during meetings, compiling action items and other important information from the session.
Know Hamilton team members and their areas of expertise to understand intuitively which team members may be appropriate for inclusion in various meetings or initiatives, as well as ensuring those team members receive required communication, and the CEO or COO receive timely communication from those team members.
Prepare office space for meetings or events, including ensuring rooms are properly stocked for requirements of the meeting.
Prepare and organize spreadsheets, slideshow presentations, and written correspondence, letters, memos, and other written documents, either performing an initial draft or adjusting information in existing documents.
Answer, initiate, transfer, and manage phone calls to and from the Hamilton executive office.
Field phone calls from and initiate phone calls to a variety of callers. Must be comfortable gathering information from international callers.
Know employees in each department or location for ease of transfer.
Take and clearly relay detailed messages to team members.
With direction, retrieve desired information from clients calling about product or purchase inquiries, answer basic questions they may have, and relay that information clearly to the CEO or COO.
Learn and understand basic functionality of company Business Management, ERP, CRM systems to be able to pull information as needed or requested.
Assist CEO and COO with fulfillment of sales as needed.
Prepare sales slips, invoices, and shipping forms.
Know where to find and how to compile customer information.
Interface with stores and inventory office to retrieve and package items for sale or shipping.
Reach out to clients at CEO or COO direction for signatures, approvals, or information as needed.
Assist Human Resources Department and COO in company culture initiatives, ensuring employee welcome packages are set up and delivered, assisting in organizing annual recognition events, and arranging for employee gifts to be delivered.
Maintain company archives consisting of both physical and digital documents.
Book travel, and manage travel accounts, for CEO and COO.
Assist with management of charitable contributions and funds set up by CEO and COO.
At times, review or research ideas or policies at the direction of the CEO or COO and prepare reports on such ideas or policies.
Maintain accurate records and files professionally and responsibly.
Oversee some aspects of building management for headquarters location, including booking of cleaning services, procurement of office supplies, and interfacing with landlord for maintenance requests and regular inspections.
Skills
Ability to handle information with discretion and confidentiality.
Experience assisting and managing workdays of executives with various responsibilities and fluid schedules.
Ability to take information and then think independently and entrepreneurially using that information to complete tasks.
Strong communication skills, with confidence and ability to communicate via in-person, email, phone, and text message mediums.
Knowledge of Microsoft Suite Programs, Adobe Acrobat and Reader, Zoom, WebEx, Google Meet, and others.