Essential Functions:

Reports to and supports the Business Unit Vice President.Maintains calendars for business unit and Vice President including scheduling of meetings, conference calls, etc.Responsible for maintaining event calendar and coordination of all events.Serves as office manager with oversight for managing all equipment, furniture, fixtures, phones, etc.Responsible for Vice President travel arrangements including coordination of schedules with customers, colleagues, etc., manages itineraries.Drafting, editing, and distributing emails, letters, and presentations on behalf of the executive.Prepares meeting agendas, distributes materials, takes minutes, and follows up on action items. Expense Reports: Processing and submitting expense reports Document Management: Organizing, filing, and retrieving important documents and records Responds to written requests for information as required including creating business unit publications.Participates in and summarizes meetings as required.Manages external and internal phone calls and e-mails as required.Compiles information and data required for routine and ad hoc meetings and presentations.Develops presentations for Vice President and other department meetings as required.Provides routine administrative support to various business unit directors as periodically requested.Supports project management activities for special projects as required including contributing in projects; sequencing project elements; monitoring project progress; coordinating activities; recommending actions; resolves problems.Maintains professional and technical knowledge by attending educational workshops; reading professional publications; establishing personal networks; and participating in professional societies.Contributes to team effort by accomplishing related results.Confidentiality: Handling sensitive information with the utmost discretion 

Qualifications

Excellent Communication Skills: Strong written and verbal communication skills to effectively interact with internal and external stakeholders Organizational Skills: Ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines Attention to Detail: Meticulous focus on accuracy and consistency in all work Proficiency in Microsoft Office Suite: Expertise in Microsoft Outlook, Word, Excel, and PowerPoint Calendar Management Software: Familiarity with calendar management tools Discretion and Confidentiality: Ability to handle sensitive information with utmost confidentiality Adaptability and Flexibility: Willingness to adjust to changing priorities and work demands Ability to work with limited direct supervision; strategic approach with high level of organization skills to manage multiple and constantly changing priorities.High school diploma or GED preferred.  AA or BS preferred.Five (5) years’ experience in executive administrative support role.Knowledge of retail business preferred.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Complete physical activity inventory of the position includes:

Sit for long periods of time.Operate computer keyboard and mouse for data entry.View computer monitorHear and speak via telephone.Reach forward and/or overheadOccasionally lift up to 20 pounds

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Working conditions inventory of the position includes:

The noise level in the work environment is usually moderate at a normal range.The lighting will include natural light from the outside as well as fluorescent lighting throughout the work areas.Work with minimum direction and periodic supervision.

 

Circle K is an Equal Opportunity Employer.
The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws.  Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.

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