Executive Assistant Supervisor at Tires Les Schwab in Bend, OR

Job Description:

POSITION SUMMARY: The Executive Assistant Supervisor provides high-level administrative support to multiple executives ensuring operational excellence and enhancing organizational efficiency. This role functions as a liaison for executive communication with both internal and external partners, upholding strict confidentiality, discretion and professionalism. This position involves proactive problem-solving, process improvement and direct supervision of the Executive and Administrative support staff, with a focus on achieving performance standards and department objectives.This role demands strong communication skills, attention to detail, and the ability to manage complex priorities and requires independent judgment in determining appropriate actions and responses.

PRIMARY RESPONSIBILITIES/FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

45% - Calendar Management: Efficiently orchestrate and oversee the complex scheduling demands of multiple executives, employing excellent time management strategies to optimize daily operations and resolve scheduling conflicts. This entails a high level of precision in responding to a high volume of meeting requests and adapting to frequent prioritization shifts, all while maintaining composure and focus.

25% - Supervisory Responsibilities: The Executive Assistant Supervisor manages and develops the administrative staff team (EAs / AAs), driving operational excellence and fostering a high-performing team environment. Key responsibilities include recruitment and onboarding, performance management, and team leadership to ensure alignment with organizational culture and strategic objectives. This role involves resource allocation, progress monitoring, and participation in leadership development initiatives.

18% - General Administrative Support: Deliver executive support, ensuring the seamless execution of daily operations, projects, travel and events. Uphold high standards of confidentiality and discretion. Responsibilities encompass, but are not limited to: management of expense reports, drafting correspondence, compilation of presentation materials, maintenance of various monthly reports. Manage communication channels, including screening calls and mail, maintain databases, and develop onboarding documentation. Provide exceptional client service, emphasizing prompt follow-up and effective problem resolution to ensure positive stakeholder experiences. Coordination of new hire integration (including detailed itineraries, onboarding protocols, and compliance checklists). Provide high-level written communications, including memoranda, formal letters, email correspondence, and presentations, some containing sensitive information.

5% - Meeting Administration: Collaborate with the executive team and key stakeholders to gather data, coordinate logistics, and manage deliverables for both on-site and off-site engagements. Gather content and disseminate comprehensive meeting materials, including detailed agendas, impactful presentations, supporting documentation, and record accurate minutes.

4% - Travel Administration: Assist in planning and executing detailed travel arrangements, itineraries and agendas for real estate site tours, regional area store tours, new market tours, manager interviews, manager selections, training sessions, executive forums/conferences and supplier relationship trips involving domestic and international travel. Partner with the travel team for assistance with flight, lodging and vehicle rental. Coordinate travel details with outside vendors.

3% - Project Support: Oversee and coordinate the development and compilation of critical organizational documents and various other strategic projects. Foster and maintain collaborative relationships with internal departments and external vendors to ensure the successful execution of special projects, some of which possess significant organizational impact, striving for seamless and error-free implementation.

MINIMUM EDUCATION & SKILLS REQUIRED

Educational/Experience Requirements: 10+ years of progressively responsible administrative and/or executive assistant experience with a proven track record of supporting c-suite executives. Experienced in team leadership, including fostering collaboration and effective communication among team members to achieve successful execution.

Required Technical Skills/Knowledge: Experienced in Google Workspace (Gmail, Docs, Sheets, Slides) and Adobe Acrobat. Demonstrated fluency in mobile device management and other emerging technologies is valuable. A forward-thinking mindset, with the capacity to integrate innovative technology solutions.

General Knowledge and Abilities: Demonstrates an understanding of business operations and possesses the ability to exercise judgment, discretion, and confidentiality in all matters. Exhibits high level organizational and time management skills, the ability to navigate multiple, high-priority tasks and meet deadlines within a demanding, fast-paced environment. Strong initiative and ability to quickly adapt to change. Communicates effectively, both verbally and in writing, demonstrating attention to detail. Employs proactive, strategic problem-solving and decision-making capabilities. Thrives in both collaborative team environments and operates with autonomy.

Physical Requirements: Walking, sitting, standing, keyboard work.

Work Environment: Primary - Office; Currently 1 day/wk remote (W-Th) allowed

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.