Executive Assistant to Senior Business Analyst and Executive Manager

Apply Here: https://secure.onehcm.com/ta/vinotheque.jobs?ShowJob=788708103&TrackId=ZipRecruiter

Job Summary:
The Executive Assistant provides strategic, operational, and administrative support to the Senior Business Analyst & Executive Manager. This role functions as an extension of leadership—enhancing productivity, driving accountability, supporting cross-department communication, and ensuring alignment with company-wide initiatives. The position requires exceptional organizational skills, strong communication abilities, and comfort working in a fast-paced, high-visibility environment.

Essential Duties and Responsibilities

Strategic Support & Project Coordination

• Attend high-level leadership, project, and departmental meetings; take detailed notes and document key decisions.
• Track project milestones, timelines, deliverables, and follow-up responsibilities across multiple teams.
• Prepare summaries, reports, and executive-level updates for ongoing initiatives.
• Support integration of business analysis, AI adoption, information systems, and operational improvements.
• Maintain centralized documentation of discussions, action items, and progress tracking.

Scheduling & Time Management

• Manage and prioritize the executive’s calendar, ensuring alignment with strategic objectives.
• Coordinate recurring meetings, planning sessions, reviews, and cross-department activities.
• Anticipate and resolve scheduling conflicts proactively.
• Schedule protected time for focus work, planning, and strategic analysis.
• Coordinate travel arrangements for the executive as needed.

Communication & Executive-Level Liaison

• Serve as a communication conduit between the Senior Business Analyst & Executive Manager, the Executive Team, managers, and employees.
• Draft correspondence, follow-up messages, reminders, and summaries to ensure alignment and clarity.
• Analyze incoming communications (emails, reports, memos) and determine appropriate responses or routing.
• Coordinate with the CEO’s Executive Assistant to align executive-level agendas, project reviews, and priorities.
• Represent the executive in meetings when delegated.

Accountability & Performance Tracking

• Monitor progress on project deliverables, departmental KPIs, and strategic initiatives.
• Flag delays, risks, and deviations from goals or timelines.
• Maintain visibility into commitments across departments to ensure follow-through.
• Support managers in preparing timely, KPI-focused agendas and reports.

Meeting Coordination & Management

• Prepare agendas and ensure alignment with company goals and priorities.
• Connect with meeting owners to confirm agenda readiness and required documentation.
• Distribute meeting minutes, track follow-up responsibilities, and ensure timely status updates.
• Manage and coordinate the following meetings:

Required Meetings to Manage

• Weekly Executive Tactical & Strategic Meetings
• Monthly Executive Team Offsite (full day)
• Quarterly Two-Day Strategic Offsite (coordinated with Sandy Reed)
• Monthly Manager Meetings:
• • Collaborate with the CEO’s EA on agenda creation
  • Collect department KPIs and action items
  • Monitor status of five ongoing company projects, including accomplishments, next steps, and target timelines

Administrative & Documentation Support

• Create, edit, and organize executive presentations, reports, and communication materials.
• Maintain filing systems, databases, and corporate records with accuracy and confidentiality.
• Assist with confidential projects, compliance documentation, and sensitive operational tasks.
• Provide advanced clerical support as needed across executive initiatives.

Coordination & Delegation Support

• Cascade the executive’s directives in clear, actionable communication.
• Work closely with managers and team leads to verify progress and ensure operational follow-through.
• Maintain structured documentation to support accountability and consistency in execution.

Desired Attributes & Competencies

• Exceptional organization, prioritization, and follow-through.
• Strong written and verbal communication skills.
• Analytical mindset with comfort working with data, KPIs, and metrics.
• Proactive thinker able to anticipate needs, risks, and scheduling challenges.
• Experienced with project management, information systems, and cross-functional collaboration.
• Discretion, professionalism, and trustworthiness with confidential information.
• Confidence interacting with senior leadership and multiple departments.

Qualifications

• Education: High School Diploma required; Associate’s Degree preferred.
• Experience: 3–5 years in executive support, project coordination, or related administrative roles.
• Technical Skills:
• • Strong proficiency in Microsoft Office Suite
  • Familiarity with CRM or ERP systems (AccountMate, Salesforce, etc.)
  • Experience with project management tools preferred
• Professional Skills:
• • Strong organizational, problem-solving, and time-management capabilities
  • Ability to manage shifting priorities in a fast-paced environment
  • High level of confidentiality and discretion

Work Environment & Physical Requirements

• Standard office environment with moderate noise levels.
• Frequent use of computer, phone, and office equipment.
• Requires sitting, standing, and walking for extended periods.
• Occasional lifting of up to 25 lbs.