Manages the CEO’s calendar, including the proper sequencing of meetings that reflect the priorities of the President. Ensures the President receives sufficient background and preparation material prior to scheduled meetings.
Performs a full range of administrative services, including organizing a travel schedule, and heavy calendar organization and management, including scheduling meetings, understanding whether appointments should be scheduled with other team members, deconflicting competing appointments, and completing expense reports.
Books travel and prepares detailed travel itineraries, coordinates and arranges conferences, flights, hotels, and ground transportation for the CEO. Remains available during travel days, watching for flight cancellations, delays, etc.
Manages events hosted by the President, including management of guest lists, logistics, facilities, catering, invitations, and other aspects of Presidential events.
Assesses inquiries directed to the President, determines the proper course of action, and delegates to the appropriate individual to manage the response.
Develops and proofreads a wide variety of agendas, minutes, reports, letters and memoranda from rough draft or verbal instruction; independently composes correspondence and other documents in support of the President.
Serves as welcoming first point of contact for callers and visitors to the CEO Office, referring individuals to the appropriate office, if necessary.
Monitors and manages correspondence on behalf of the CEO, including management of the office's email account, postal mail, and internal communication.
Analyzes processes tied to compliance, annual summaries, budgets, onboarding staff, and other administrative activities.
Pays strict attention to detail when composing and proofing materials, establish priorities, and meet deadlines.
Works with team members at all levels of the organization to gather information to prepare reports, as well as maintain knowledge of corporate activities to assist in policy, procedure, and administrative matters, while performing responsibilities in such a way as to project the appropriate professional image of the Company
Additional duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Must be able to read, write, and demonstrate excellent verbal and written communication skills
Intermediate computer skills, particularly with Microsoft Office tools (Excel, PowerPoint, Word) and e-mail (Outlook)
Ability to think well on their feet and to solve problems with ease and enjoyment
Ability to manage multiple tasks/assignments simultaneously
Ability to proactively assess the needs of others
Ability to deal with difficult clients or customers in person and over the telephone
Must exercise accuracy, discretion, good judgment, attention to detail, courtesy, tact and patience
Strong interpersonal skills; establishes and maintains good working relationships, friendly and polite demeanour
Strong planning, attention to detail, and organizational skills
Must be able to work independently with minimal direction and supervision
Strong keyboarding and data entry skills, alpha and numeric
Must be able to properly handle sensitive or confidential company information
EDUCATION AND WORK EXPERIENCE:
5+ years of administrative and clerical support experience required; or equivalent combination of education and experience required
High School Diploma or GED required; Bachelor’s degree preferred
While performing the duties of this job, the team member is regularly required to sit, stand, walk, talk, and hear for extended periods of time throughout the course of daily activities. The team member frequently is required to use hands to finger, handle, or feel objects, or telephone. The team member is occasionally required to climb, lift, balance, stoop, kneel, or crouch. The team member must be able to lift and move up to 25 pounds. The team member is required to work on a computer, in addition to doing paperwork.
WORK ENVIRONMENT:
Work is performed in an office environment
Position involves encounters with members at every level of the organization, vendors, and members of the public, and requires a sense of responsibility to provide a high level of customer service and accurate information
Work involves stress associated with responding to/solving problems
NOTE: The information here does not constitute a contract, express or implied. The content of this material is not all-inclusive but is for informational purposes only. Ruth’s Hospitality Group is an Equal Opportunity Employer.
