Administrative Assistant

Job description

Location: Portland, OR

Opportunity

Under the direct supervision of the President, Ann Sacks, the Administrative Support Coordinator performs confidential administrative functions in support of the executing and leadership team. This position will assume, with a minimum of supervision, key administrative, organizational, and communication functions to enable key members of the leadership team to concentrate on the prime responsibilities of management of function organizations. This position requires a skilled and savvy communicator who is able to manage through a wide range of priorities, and to handle highly sensitive matter with professionalism and discretion.

SPECIFIC RESPONSIBILITIES

Communications

• Types and designs correspondences, memos, charts, tables, graphs, business plans, etc., to include preparation and editing of Authorized Corporate Transactions. Proofreads copy for grammar, spelling and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Organizes and prioritizes large volumes of information and calls. Sorts and distributes mails, drafts written responses or replies by phone or email when necessary. Responds to regularly reoccurring request of information.
• Coordinates communications for the organization in key areas, organizational updates and announcements, quarterly All Hands communication meeting and presentations and collateral for meetings.
• Act as liaison with KBNA businesses and outside business contacts, including high level staff such as C-level executives, Presidents and Directors. Handles confidential and non-routine information and explains policies when necessary.

Scheduling

• Provide meeting support. Coordinate and schedule meetings, conferences and departmental activities when required. Attend top team and regional sales meetings, create and distribute meeting minutes and action items.
• Maintain the corporate calendar, updating key occurrences for the company and functional areas.
• Initiate and organize travel arrangements for the President.

Engagement

• Organize ongoing employee engagement initiatives such as stewardship events and Presidents' Roundtable meetings, including travel arrangements and itineraries for guest attendees.
• Support reward and recognition events as needed, in partnership with Human Resources, driving recognition, identifying areas for improvement and being a steward of the Ann Sacks brand.

Recruitment

• When available, as backup, and not when under deadline to corporate/Kohler presentations (ie. QBR, Fin Plan, Cap Plan, BOD) facilitate the administration of candidate assessments, e.g. Humber Hundie and McClary evaluations.

Financial Support

• Assist with the maintenance of expense reporting for the President, to include organizing and submitting expense reports, reviewing submitted expenses.
• Provide updated financial performance information to the President, including monthly sales achievement by showroom location.

Special Projects

• Work independently and within teams on special nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the President, Ann Sacks, which may include: planning and coordinating multiple presentation, disseminating information and coordinating direct mailings.
• Update Sharepoint Carousel.

RELATIONSHIPS AND CONTACTS

Supervisory Relationships:

• President - Ann Sacks
• Dotted line reporting to Director of HR - Ann Sacks

Organizational Relationships:

• Constant contact with members of the sales management team
• Constant contact with heads of functional areas within the business
• Frequent contact with the leaders from other Kohler Co. businesses
• Frequent contact with other support staff

External Business Relationships:

• Occasional contact with customers and vendors