Executive Assistant

Pilot John International
Job Description

At PJi, a Carolina GSE company, we thrive when our people thrive. We are currently looking for an executive assistant to be the supportive force that empowers our senior leadership. The ideal person for the job will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. They will have previous experience working in an office environment, performing administrative duties and providing support to management. Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidence related to high-level systems and operations.

Objectives of this Role

  • With a primary responsibility of supporting the CEO, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
  • Maintain and refine internal processes that support to the highest-ranking executives company-wide, coordinating internal and external resources to expedite workflow
  • Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks with a proven ability to meet deadlines
  • Conserve the President’s time by reading, researching, collecting and analyzing information as needed, in advance
  • Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
  • Prepare Google Sheets, Docs, and PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization and in advance of executive meetings
  • Complete ad-hoc projects as assigned – such as personal events and/or family needs
  • Ability to function well in a high-paced environment; performs additional duties as assigned by executives

Daily and Monthly Responsibilities

  • Manage professional and personal scheduling for CEO, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
  • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
  • Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination
  • Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
  • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
  • Represent the company in a positive light through great follow-through skills and sound judgment
  • Organize team communications and plan events, both internally and offsite
  • Ordering and maintaining inventory of supplies and equipment
  • Answering phones and routing calls to the correct person or taking messages
  • Accurately recording minutes from meetings.
  • Greeting visitors and deciding if they should be able to meet with executives

Skills and Qualifications

  • Superb professional written and verbal communication skills
  • Strong time-management skills and the ability to organize and coordinate multiple projects at once
  • Proficiency in Google Suite of products, Microsoft Office and other office productivity tools
  • Strong willingness & aptitude to learn new software and systems
  • Operation of Apple computers a plus
  • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
  • A proactive approach to problem-solving with strong decision-making skills
  • Ability to keep company confidence
  • In office schedule at our Greenville, NC headquarters during normal business hours along with flexible hours as dictated by business needs
  • Experience overseeing budgets and expenses
  • Experience developing internal processes and filing systems

Our Offer to You

  • Competitive pay rate based on skill
  • Clean, modern work environment
  • Paid vacation time after 90 days
  • Paid PJi holidays after 90 days
  • Medical Benefits and Retirement Plan after 90 days

Background Check and Drug Screening

All job offers will be contingent upon the successful completion of a background check. In addition, Carolina GSE is a Drug Free Workplace where post-offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP, and alcohol when criteria is met as outlined in our policies.

Equal Employment Opportunity

Equal Employment Opportunity is both a fundamental principle and a core value of PJi. Employment at PJi is based upon personal capabilities and qualifications without discrimination due to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws - which is reflected in all of PJi’s policies regarding hiring, training, promotions, transfers, salaries, and other forms of compensation.

PJi is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please call (252) 616-3817 or email careers@pilotjohn.com and let us know the nature of your request and your contact information.

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