Executive Assistant

POSITION SUMMARY: The Executive Assistant will assist members of the Executive Leadership Team with administrative tasks, the coordination of activities and the timely flow of information to and from the HQ office, management and coordination of calendars, and scheduling of corporate meetings such as Board of Director meetings, Operational meetings, etc. This role will be the first point of contact for members of the FORTNA Board of Directors and their administrative staff. This position will manage the person responsible for and ultimately take responsibility for applicable corporate vendor relationships, oversee the purchase, storage, and replacement of office supplies, route incoming mail, and other administrative and office tasks. This role will be responsible for assisting the Executive Leadership Team with large meeting scheduling, travel arrangements and T&L expense filing, calendar coordination, office event planning, etc.

PRIMARY RESPONSIBILITIES INCLUDE:

• Assisting the CEO and members of the Executive Team with correspondence, travel arrangements, expense report filing, screening of mail and phone calls, and maintaining ELT operating mechanisms/meetings.
• Coordinating large meetings for Executive Team, including preparing agendas, assisting with and providing research and background information, developing content, and possible some creation of presentations.
• Coordinating the calendars, meetings, travel, etc., for members of the Executive Leadership Team located in the Headquarters office.
• Managing all administrative aspects of the CEO desk, including calendar coordination, travel, travel agendas, expense filing, contacting and coordination of communication with the FORTNA Board of Directors, etc.
• Managing the individual(s) responsible for all aspects of front desk responsibilities including greeting of guests, customers, and employees; answering incoming calls in a timely manner; screening and directing calls per established protocol and opening and sorting incoming mail.
• Ensuring adherence to office protocols (i.e., security, signage, etc.)
• Maintaining acceptable levels of general office supplies; ordering additional supplies and
  special-order items as needed; ensuring that office supplies are maintained in an organized manner.
• Maintaining orderliness of office kitchen area and conference rooms located in the building.
• Coordinating office machine maintenance, coffee service, and Fed Ex/UPS Shipping to/from the Atlanta office.
• Ordering corporate gifts (i.e., flowers, etc.) on an as needed basis for Associates, business partners, Clients, etc.

REQUIRED QUALIFICATIONS:

• Associate degree in Business or a related field
• At least ten years’ previous experience in administrative role supporting Executive Staff
• Previous experience leading other office staff or administrative assistants
• Previous experience communicating and coordinating with Board of Directors and their staff
• Meticulous attention to detail with a complete focus on quality results and deliverables
• Outstanding customer service focus
• Strong verbal and written communication skills with the ability to maintain professional demeanor under pressure
• Superior time management, organization and prioritization skills
• Proficiency in Microsoft Word, PowerPoint, Outlook, and Excel sw tools
• Demonstrated interpersonal, problem solving, continuous improvement mindset and project management skills
• Must be self-motivated, able to work independently and practice great discretion with confidential information
• Demonstrated ability to be a team player who will jump in and assist whenever you can to make team successful with a "can do" attitude
• Ability to travel domestically and internationally
• Ability to perform essential functions of the job

DESIRED QUALIFICATIONS:

• Bachelor’s degree
• Previous experience working within Professional Services / Consulting firm

WORKING CONDITIONS: When duties are performed in a typical office environment, extended periods of sitting at a desk and viewing a computer screen will be required. Also required is the ability to talk and hear, in person and by telephone; use of hands to handle, feel, or operate standard office equipment; and ability to reach with hands and arms. Associates are frequently required to walk and stand. The noise level in this work environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

When travelling to Client sites, essential requirements of this position may require physical presence in various environments and locations. Physical stamina may be required for prolonged standing, bending, stooping, and/or working in cramped quarters. Exposure to potentially dangerous tools and equipment amidst a variety of building materials is probable, as is occasional exposure to moving mechanical parts. The noise level in the work environment can vary from being relatively quiet, to moderate, to excessive. Safety shoes or boots may be required in certain situations. Additional safety clothing including gloves, hardhats, and devices to protect eyes, mouth, or hearing, will be worn as necessary.

Fortna Inc. retains the discretion to add to or change duties of this position at any time. This position description should not be considered all-inclusive.

This position description should not be considered all-inclusive.

This job description describes the general nature and level of work expected of a person assigned to this position. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. Employees may be required to perform any other job-related duties as requested by their supervisor.

It is the policy of FORTNA and its affiliated companies to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, pregnancy or pregnancy-related condition, status with regard to public assistance, veteran status, citizenship status (if authorized to work in the U.S.), or any other characteristic protected by federal, state or local law. In addition, FORTNA will provide reasonable accommodations for qualified individuals with disabilities.