Executive Assistant

PRINCIPLE CHOICE SOLUTIONS  Executive Assistant POSITION PURPOSE The Executive Assistant to the Vice President is a strategic partner and trusted advisor, providing high-level executive and administrative support to maximize the VP’s effectiveness and productivity.

This role anticipates needs, optimizes workflows, and acts as a liaison to internal and external stakeholders, including board members and senior leadership.

The Executive Assistant is proactive, adaptable, and committed to continuous improvement, confidentiality, and professionalism.

ORGANIZATION This position reports to the Vice President ESSENTIAL FUNCTIONS Executive Support Manage and prioritize the VP’s calendar, appointments, meetings, and travel arrangements.

Serve as gatekeeper, ensuring the VP’s time is used effectively and that priorities are met.

Draft, edit, and proofread correspondence, presentations, and reports on behalf of the VP.

Proactively monitor and manage the VP’s inbox, responding or delegating as appropriate.

Represent the VP in meetings, taking notes, tracking action items, and following up as needed.

Prepare materials for board and leadership meetings, including agendas, minutes, and presentations.

Coordinate special projects and events, including logistics, communications, and deliverables.

Office & Operations Management Onsite in Omaha, NE, with some flexibility for remote / hybrid work.

Assist the VP and office team in daily office operations, including supply management, equipment maintenance, and vendor relationships.

Assist the VP and office team in office safety and security policies, coordinating with building management and internal teams.

Support set-up of in-office meetings, scheduling, logistics and supplies needed to ensure the meeting is prepared to run smoothly as required.

Process Improvement & Technology Implement process improvements and workflow automation to enhance efficiency.

Utilize project management tools (e.g., MS Planner, MS To-do, MS Teams), virtual meeting platforms (Zoom, Teams) Maintain and update databases, records, and filing systems for historical reference and compliance.

Support data-driven decision-making through reporting and analysis.

Stakeholder & Relationship Management Act as a liaison with internal departments, external partners, and board members.

Foster a culture of professionalism, confidentiality, and inclusivity.

Build effective working relationships across all levels of the organization Other Duties Maintain strict confidentiality at all times.

Complete projects as assigned and follow up on results.

All other duties as assigned.

KNOWLEDGE & EXPERIENCE 5+ years of executive assistant experience; preference given to prior C-suite executive support experience Preferred minimum of associate’s degree in business, communications, or related field; however, preference will be given to experience.

Managing multiple calendars, including making appointments and prioritizing the most sensitive matters Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf  Experience booking travel and expense reporting Demonstrated ability to manage multiple priorities, anticipate needs, and act with discretion.

Demonstrated strong written and verbal communication skills Reporting skills Supply management experience Experience utilizing scheduling, organization, time management, and presentation skills, all at the preference of the Executive Strong computer software skills; including Microsoft Office Ability to manage and coordinate office equipment maintenance Ability to establish and maintain effective working relationships with associates, supervisors, partners, and the public in the performance of duties Ability to provide confidential support at all times Strong interpersonal and team-building abilities Ability to work in a self-directed fashion with minimal direction Must have a valid driver’s license and reliable transportation   MACHINES & EQUIPMENT The incumbent must be able to effectively operate the current computer system, telephone system, and other office machines such as a copier.

PHYSICAL REQUIREMENTS Must be able to lift and carry up to 20 pounds.  Must be able to talk, listen, and speak clearly on the telephone.

WORKING CONDITIONS The incumbent works in an office environment that is not substantially exposed to adverse environmental conditions such as heat, cold, or extreme noise.  Routine periods of being on the phone utilizing a headset, sitting and data keying are required.  Periodic times working at the office site may be required.

Security and privacy training will be provided as part of this role to protect the confidentiality, integrity, and availability of PCS’ associate and customer data.

The above statements are intended to describe the general nature of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

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