Executive Administrative Assistant

Des Moines, IA

Posted: 11/19/2019
Team Number:
Summary Information: Category: Corporate - Location: Des Moines IA
Executive Administrative Assistant
Reporting directly to CEO, the Executive Administrative Assistant provides general support to the CEO, COO and at times other direct reports to the CEO. The successful individual in this position requires independent discretion, strong organizational and planning skills, detail-orientation, and problem-solving abilities. The Executive Administrative Assistant serves as an additional point of contact for internal and external constituencies seeking to interact with the CEO and other members of the senior leader team. This role also serves as a liaison to the board of directors; organizes leadership meetings; drafts communication; manages complex travel schedules; and oversees special projects.
To successfully fulfill the duties of the role, an individual will have the ability to exercise good judgment, flexibility, and adaptability in a variety of situations. Additionally, the individual will possess strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance among multiple priorities. The Executive Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
  • Serves as a direct liaison and point of communication between senior leaders and a wide variety of individuals and audiences that include the board of directors, employees, customers, community leaders, media, business contacts, and the general public.  Acts as a point person for visitors and must represent Ruan and the team in a positive and professional manner.
  • Completes a broad variety of administrative tasks including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans and itineraries.
  • Proactively manages assigned calendars while prioritizing and resolving schedule conflicts.  Plans, coordinates and ensures schedules are followed and respected.
  • Owns and manages the Ruan Transportation Management Systems corporate calendar, ensuring coordination with Ruan sister companies, industry functions, advocacy organizations, and other related events. 
  • Organizes, schedules, and manages agendas, meeting space, logistics, meals, and other needed support for leadership meetings.  May attend leadership meetings to record minutes and follow-up activities. 
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Teams, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Manages a variety of special projects proactively, expeditiously and follows through to successful completion.  May draft financial, statistical, narrative and other reports using Microsoft products (Word, Excel, PowerPoint, etc.).  May develop first drafts for written communications and support editing processes.
  • Maintains decorum, discretion and confidentiality.
  • Performs other job-related duties and special assignments as assigned or required.
  • Associate degree required (business or related discipline); Bachelor's degree preferred.
  • Experience in leadership support or ability to apply skillset to meet job requirements.
  • Commitment to Ruan’s value statement by acting with integrity in everything we do.
  • Meet behavioral expectations and perform in alignment with Ruan’s guiding principles: safety, people, customer, performance, and continuous improvement.
  • A high level of proficiency with Microsoft Office software (Word, Excel, PowerPoint, etc.)
  • Well-developed knowledge of business concepts and organizational structure.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with various stakeholders.
  • Expert level written and verbal communication skills.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Working knowledge of current conference room technology, video conferencing, phone systems and other office technologies.
  • Unquestionable level of discretion in dealing with sensitive and confidential information with strong, consistent professional demeanor.
  • Ability to manage many priorities, including individual duties and while supporting those of the senior leadership team.

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