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Executive Assistant to the Vice President

Company: Jubitz
Location: Vancouver
Posted on: May 3, 2021

Job Description:

ABOUT JUBITZ

Jubitz Corporation has been providing drivers, fleets, local businesses, and residents with superior hospitality, entertainment, travel, and fueling services since 1952. Jubitz Fleet Services Division helps businesses reduce total fuel costs through competitive pricing, purchasing controls and faster fueling times. We offer unrivaled access to cardlock sites across the United States, and mobile fuel delivery in the Pacific Northwest. Our relationships, service and quality products make Jubitz Fleet Services the premier local, regional, and national provider of commercial fueling and lubricant solutions.

JOB SUMMARY

The Executive Assistant provides high-level support to the Vice President of Fleet Services, completing a broad variety of administrative tasks that include managing an active calendar of appointments, composing and preparing correspondence, meeting agendas and minutes, completing expense reports, and managing email. Maintains divisions regulatory communications as well as other recordkeeping on behalf of the VP. Interacts with customers, staff, and managers to research and resolve customer service issues. Working with CFO, assists the VP with bookkeeping, financial and tax, compliance, and insurance regulatory reporting. Also makes tradeshow and travel arrangements and provides assistance to other office staff as needed.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

  • Develop in-depth knowledge of the VP's preferences to be able to plan and schedule internal and external obligations according to desired order.
  • Provide executive support on matters relating to the VP's chief obligations and mandates.
  • Arrange meetings and conferences, handle communication and travel arrangements, and process related functions and documentations, including agendas and minutes.
  • Accumulate data and prepare spreadsheets and expense reports.
  • Drafts written documents, including email correspondence for internal and external contacts.
  • Create fuel gallon and cost-related spreadsheets, procedural documents, and presentations.
  • Maintain filing system for legal and regulatory documents, and bookkeeping records.
  • Call processing. The executive assistant should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are the only one that goes through to the executive. They should also follow up on communications emanating from the executive's office.
  • Assists with scheduling and providing tickets and passes to attendees for Moda suite events.
  • Perform other related functions delegated or assigned to them on behalf of the VP.
  • Works efficiently and effectively and communicates well with others.
  • Comes up with ideas that will streamline work and identifies incidents that require immediate attention in the division.
  • Performs other related functions delegated or assigned to them.

QUALIFICATIONS AND EXPERIENCE

  • Minimum of two years experience as an administrative assistant to senior/executive management.
  • High school diploma or GED required; college degree in business, management, or another administrative field is strongly preferred.
  • Strong computer competency in Microsoft programs including Outlook, Word, Excel, PowerPoint, and Publisher, with an ability to quickly become proficient company-specific software.
  • Excellent verbal and written communication skills including proven strength in business writing skills, editing, and proofreading.
  • Strong organizational skills and ability to effectively manage multiple priorities while ensuring careful attention to detail.
  • Excellent interpersonal skills; ability to work with managers of varying style and expectation.
  • Able to professionally represent company leaders in interactions with employees, customers, and other stakeholders.
  • Strong business discretion, judgement skills, and ethical business practices.
  • Certification as a Notary Public preferred.

WHAT WE OFFER

  • Medical HMO or PPO Plan Choice
  • Dental & Vision Insurance
  • Health & Dependent Care Flexible Spending Accounts
  • Short term/long term disability coverage
  • Life insurance
  • 401(k) Plan with company match
  • Tuition reimbursement
  • Generous paid time off accruals
  • Employee discounts
  • Monthly cash incentive program
  • Employee assistance program

To be considered for this position, please submit a resume and cover letter along with the one-page application on our hiring platform.

Jubitz Corporation is an Equal Opportunity Employer. We value diversity & inclusion in the workplace, and applicants of all backgrounds are encouraged to apply.

Keywords: Jubitz, Vancouver , Executive Assistant to the Vice President, Other , Vancouver, Washington

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