Executive Assistant

Purpose of the Position:

To provide multi-level support to one of the owners of the company. The duties associated with this position may vary by season and May include assisting with other areas the owner oversees such as Retail and Outside Sales, Floral, and some aspects of Marketing.

Essential Functions/Job Responsibilities:

· Devising and maintaining office systems, including data management and filing.

· Maintaining a daily calendar, and acting as a gatekeeper with a thorough understanding of how to best allocate this individual’s time.

· Arranges meetings, travel, and accommodations.

· Screens phone calls, inquiries, and requests, and handling them when appropriate.

· Does the appropriate background research and presents findings.

· Drafts and produces documents.

· Organizes and attends meetings and ensures the owner is well prepared.

· Communicate with customers, vendors, and team members to answer questions and/or address any issues or concerns that may arise.

· Shops and compares costs of goods and communicates with vendors.

· Provide general administrative support.

· Run personal errands, as needed.

· Serve as back-up to retail sales and phone sales, when needed, and provide quality and timely customer service. Accurately enter orders into the POS, Mercury.

· Assist with business development opportunities, including keeping abreast of new business opportunities, arranging meetings with potential new clients, as well as existing clients, and attending meetings as needed with clients to document notes, etc.

· Prepares presentations and proposals.

· Reviews calendar deadlines and provides timely reminders.

· Files, organizes, scans, copies, and emails/faxes documents.

· Develops and maintains organized digital and live records systems.

· Assist in preparation and execution of holiday decorating and other special events, to include but not limited to; proactively scheduling holiday decorating at client accounts; preparing Christmas trees for setup; assisting crews with holiday decorating; and taking pictures to memorialize design and layout of holiday décor.

· Able to drive safely with no incidents.

· Demonstrates an overall safety awareness daily.

· Maintains a clean and tidy work area to minimize safety risks and incidents.

· Demonstrates safe work habits by following proper procedures and protocols.

· Aware of reporting process for incident/injuries. Reports all incidents, injuries and near misses.

· Must be able to pass a pre-employment drug screen.

· Any other duties as assigned.

Competencies:

· Self-motivation

· Communication Proficiency

· Problem Solving

· Ability to Multi-task

· Attention to Detail

· Time Management