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Senior Executive Administrator

Company: Alene Candles
Location: Milford
Posted on: November 17, 2022

Job Description:

Who We AreAlene Candles LLC & Midwest is a private label, contract manufacturer that produces high-quality candles for some of the world's most recognized retail, boutique, and cosmetic brands. With our headquarters in New Hampshire and locations in Ohio and New York, we've been in business for over 25 years. We are passionate about making the best products in the world, making safety our number one priority, and being an insanely great place to work. We were selected as a Best Company to Work For in 2020 and 2021!The PositionAlene Candles is seeking a permanent Senior Executive Administrator to directly support the CEO. We are looking for someone who is a master of the calendar, understanding and seeing from the perspective of a very busy CEO. This position will require someone who is comfortable not only managing the CEO's professional calendar, but also his personal calendar and outside commitments.The Hours This is a hybrid position. Hours are flexible, but you must be accessible 8:00 am to 6:00 pm Monday through Friday with the willingness to be reachable off-hours as occasionally needed to support the CEO. After training, you will be able to work from home based on a schedule determined in coordination with the CEO.The Location We are located at 51 Scarborough Lane, Milford, NH. You will also have some travel to our Amherst, NH facility. There is 5-10% domestic travel with this position. Who We Are Looking ForWe are looking for someone who has superior attention to detail, the ability to meet tight deadlines, great organizational skills, and who can juggle multiple requests. Integrity, confidentiality, and professionalism are also must-haves. You should be able to think and plan ahead while understanding the big picture. Excellence in this position will be marked by earning complete trust and confidence of the CEO through diligence and professionalism, while eliciting appreciation across the matrixed organization as someone who consistently delivers against expectations, integrates with other administrative professionals seamlessly, and whose communication is self-aware and commensurate with your high-powered experience.You should have at least 10+ years of experience supporting C-level executives. We prefer a Bachelor's degree, but will consider a combination of education and experience. You should be proficient in Microsoft Office, including Word, Excel, Outlook, PowerPoint, and OneNote. You will need exceptional calendar management skills to be successful in this position.Additional Job DetailsProfessional Support (75%)

  • Oversee calendar, travel planning, and general auxiliary activities for CEO, accurately and completely, enabling CEO to maximize focus on and contribute to success of multiple business interests. Support CEO in all administrative areas - IT, expense reporting, travel preferences, meeting planning, visitor accommodation, professional gifting - as may be requested or anticipated. Note that calendar management, logistical planning, and overall accuracy are important aspects of this role.
  • Attend and own the scheduling, planning, and orchestration of multiple recurring management meetings, including running virtual and hybrid technology, agenda creation and/or compilation, assembling and distributing electronic pre-reads, on-site management, capturing follow up actions, and management of the attendee distribution list.
  • Plan and execute executive-level corporate events such as retreats, offsites, and senior leadership events. Create and deliver agenda and schedule planning, content organization, communications to participants, travel arrangements, catering, and post-event follow-ups and surveys.
  • Create and edit documents, metrics, and presentations utilizing Word, Excel, and PowerPoint for executive-level consumption.
  • Track and manage recurring programs, in particular those that involve CEO (annual gift giving, new hire interactions, employee recognition programs)
  • Manage and update the annual general administration budget
  • Interface with and manage communication and documentation between outside professional partners - attorneys, investors, bankers, accountants - as may be required.
  • Work seamlessly with all members of our decentralized administrative support team on collaborative projects, and to provide coverage for other members if/as needed.
  • Provide general administrative support to internal initiatives as may arise in this fast-paced, growth-oriented culture, working with CEO and other professionals to manage toward long-term, sustainable support whether with you or elsewhere in the organization.
  • Drive positive culture through initiatives that usher us toward being an "insanely great place to work." Personal Support (25%)
    • Oversee calendar, travel planning, and general auxiliary activities for CEO, integrated with professional calendar, travel, and activities, as requested. This may include both business (executing wire transfers, expense management and assignment, communications, gift-giving) and non-business activities (coordinating service providers, organizing personal logistics, travel arrangement, ad-hoc research and/or purchases).
    • Manage, plan, and schedule CEO's commitments for his professional organizations and other outside interests and interfaces. Required Qualifications:
      • 10+ years of Executive Administrative Experience supporting C-level Executives
      • Notary or willingness to become a notary within 90 days.
      • Ability to maintain complete and unassailable confidentiality around company financials, HR matters, and executive support.
      • Exceptional calendar management skills that go beyond just scheduling meetings but the ability to build time into the calendar for the CEO, understand priorities, manage scheduling conflicts, and think strategically about the planning of the calendar.
      • Superb Microsoft office skills (Word, Excel, PowerPoint, OneNote), with an ability to rapidly synthesize spoken words into meeting notes. Preferred Qualifications:
        • Bachelor's degree strongly preferred, but will consider combination of education and directly related experience.
        • High level of service instinct, while being able to constructively evaluate optimal allocation of time and company resources.
        • Strong organizational, project management, and problem-solving skills with ability to manage and discern competing priorities.
        • Familiarity with various office technologies such as setting up virtual meetings, operating conference room presentation resources, working with other software applications as required. Familiarity with Concur travel and expense software a plus.
        • Communicate with high degree professionalism, following appropriate etiquette and with a degree of business savviness. Must have the ability to comfortably and fluidly interact and communicate with all levels of the organization.
        • Strong work ethic, willingness to work at any level to get the job done, and unquestionable integrity. Proven ability to manage and prioritize multiple tasks while hitting deadlines. Alene offers a host of competitive benefits for full-time employees, some of which include: Medical, Dental, and Vision with a Healthcare Reimbursement Account, 401(k) with company match, Basic Life Insurance (100% company paid), Employee Assistance Program, Flexible Spending Account, Paid Holidays, Paid Time Off, Voluntary PTO Donation Program, Tuition Reimbursement and "Alene Gives Back" - our paid volunteer program.Alene Candles provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.Should you require assistance completing this application or during any phase of the interview process, please contact recruitment@alene.com or call 603-673-5050 and ask to speak to Human Resources. We will make every effort to accommodate your needs in a reasonable amount of time.

Keywords: Alene Candles, Milford , Senior Executive Administrator, Other , Milford, Connecticut

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