The Senior Executive Assistant is responsible for the organization and coordination of executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. Provides standard administrative and staff support services to the department in a professional manner, maintaining confidentiality. Represents the Department to internal/external customers and assists Department Team Members as needed.
This position supports two senior executives at the level of SVP, EVP, and/or President. This role is based at Advance Auto Parts headquarters in Raleigh, NC and requires 4-5 days per week in office.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Compile and prepare PowerPoint presentation content for designated meetings. Attend meetings to set up and run the PowerPoint presentation. Distribute presentations to participants as required.
Manage schedule/calendar, independently schedule appointments and conference calls, and originate meeting invitations
Coordinate travel arrangements and enter travel details on calendar
Coordinate and arrange staff meetings, as well as other departmental and corporate meetings as necessary. Prepare agendas, secure facility/location, order meals, take minutes and distribute as necessary.
Compose and prepare confidential correspondence, reports, documents, presentations, emails and faxes. Make copies of correspondence or other printed materials as necessary.
Update and maintain key spreadsheets, contact lists, and various department reports
Research and gather information from various internal/external sources
Review, sort and route incoming/outgoing mail, faxes
Prepare expense reports and check requests
Organize and maintain department files
Maintain and order supplies within budgetary and departmental guidelines
Post and update intranet content on CQ Link
Assist with the Independent Advisory Council
Create purchase orders (eProcurement) and ensure vendor invoices are paid in a timely manner
Perform special projects as requested
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required.
Strong organizational skills with ability to manage multiple projects simultaneously
High level of proficiency in Microsoft Office software (Word, Excel, PowerPoint, Outlook)
Working knowledge of Oracle a plus
Ability to learn other software programs as required
Background in executive secretarial area and/or office management.
Strong time management and communication skills
Strong attention to detail
Perform functions with a high degree of ethics and confidentiality
Sense of urgency
Ability to write reports, business correspondence, and procedure manual
EDUCATION and/or EXPERIENCE
Bachelor's Degree and 1 - 3 years related experience and/or training; or equivalent combination of education and experience.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
CERTIFICATES, LICENSES, REGISTRATIONS
Notary Public Commission a plus.
PHYSICAL DEMANDS
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.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
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.
The noise level in the work environment is usually moderate.
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