Be an early applicantLess than 25 applicants
Imperial Distributors ยท 3 days ago
Executive Assistant
Worcester, MA
Full-time
Onsite
Entry Level
Wonder how qualified you are to the job?
Maximize your interview chancesConsumer GoodsManufacturing
Insider Connection @Imperial Distributors
Responsibilities
Task Prioritization: Prioritize and manage multiple tasks simultaneously. Anticipate and prioritize CEO and President needs and deadlines, proactively addressing needs to ensure timely completion of assignments. Exercise sound judgment in handling urgent matters and escalating issues as appropriate.
Calendar Management: Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal use of time and resources. Meet daily to review calendars, address conflicts, and provide information needed for upcoming meetings.
Meeting Coordination: Arrange and coordinate meetings, conferences, and events, both internally and externally. Anticipate information and materials needed prior to meetings and prep CEO and President as needed. Prepare and distribute meeting invitations, agendas, take minutes, and follow up on action items as necessary. Ensure meeting rooms are set up and equipped with necessary materials and technology. Follow-up with meeting attendees on meeting prep and post-meeting action items to ensure completion in preparation and follow-up to meetings.
Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodation, transportation, visa arrangements (if needed), meal reservations, event registrations, stakeholder meetings. Anticipate and proactively address any travel-related issues or changes to plans.
Communication Liaison: Serve as the primary point of contact for the CEO and President, screening and prioritizing incoming calls, emails, and correspondence. Handle correspondence with team members, customers, suppliers, community leaders, and others as needed; draft and compose emails, letters, reports, and other documents on behalf of the CEO and president, maintaining professionalism and confidentiality. Manage appropriate internal communication of key events and occurrences, including team member and customer onboarding, departures, birthdays, work anniversaries, family deaths, births, etc.; and arrange and execute relevant follow-up as needed.
Information Management: Organize and maintain physical and electronic files, documents, and records, ensuring easy access and retrieval when needed. Manage confidential information with discretion and integrity.
Board Liaison: Schedule and communicate on Board of Directors meetings and calls. Coordinate the development and dissemination of materials for quarterly Board of Directors meetings and monthly Board updates. Provide information to Board members upon request and on a timely basis throughout the year to ensure that they stay well informed of company and industry developments. Follow up with the management team on Board follow-up as needed to ensure timely response to the Board.
Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, including executives, colleagues, clients, vendors, industry partners and community members. Serve as a representative of the CEO and President, demonstrating professionalism and diplomacy in all interactions. Keep pulse on important company happenings and apprise CEO and President of potential problems; recommend and implement solutions as appropriate. Manage community engagement and respond to all requests for involvement and support.
Event Coordination: Plan and manage annual events (holiday party, company retreat, etc.), customer engagement events and catering for customer meetings. Create opportunities for informal get-togethers to create camaraderie and unity among the senior team.
Project and Other Support: Provide administrative support for special projects, initiatives, or presentations as assigned by the CEO and President. Conduct research, gather data, and prepare materials to support decision-making and planning processes. Draft and prepare presentations, reports, and communication. Run data reports using available dashboards. Participate in special projects and perform other duties as assigned. Provide personal assistance as needed.
Qualification
Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.
Required
Bachelor's degree preferred, or equivalent combination of education and experience.
Proven experience as an executive assistant or similar role, preferably supporting senior executives or C-suite professionals.
Excellent communication skills, both verbal and written, with a keen eye for detail and accuracy.
Strong organizational and time management abilities, with the capacity to prioritize tasks and manage competing demands effectively.
Discretion and confidentiality in handling sensitive information and dealing with confidential matters.
Adaptability, patience, situational awareness and flexibility to respond to changing priorities and work well under pressure.
Strong problem-solving skills, resourcefulness, creativity, and can-do attitude.
Strong people skills with high energy, positivity and professionalism.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, Power BI) and other relevant software applications.
Company
Imperial Distributors
Imperial Distributors is a wholesale company that offers supermarket nonfood products
Founded in 1939
501-1,000 employees
H1B Sponsorship
Imperial Distributors has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Trends of Total Sponsorships
2023 (1)
2022 (1)
Funding
Current Stage
Late StageLeadership Team
Hannah Grenier, PHR
Human Resources Business Partner
Wendoly Reyes
Manager, DC Outbound Operations.
Recent News
Worcester Business Journal
2024-03-27
Company data provided by crunchbase
