Executive Assistant

Executive Assistant

Company Overview:

Idaho Asphalt Supply, Inc. is a leading asphalt supplier and marketer in the Western US. With plants in Idaho, Utah, Wyoming, Montana, Oregon, California, and Arizona, IAS supplies a diverse product line of asphalts, polymer-modified asphalt, and asphalt emulsions to the road maintenance and construction industry. IAS is looking for an energized and flexible self-starter to fill a full-time opening for an Executive Assistant at our Coeur d’Alene, ID office.

Position Overview:

Reporting to the VP of Strategic Transformation, the Executive Assistant is a highly resourceful individual that provides on-site and remote executive support to the Coeur d’Alene management team and the CEO. The Executive Assistant also serves as the primary point of contact for internal and external contacts on all matters pertaining to the CEO and as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relation efforts; and manages special projects. The Executive Assistant must be creative and enjoy working within a small, innovative environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive 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. This position will be based in the Coeur D’Alene, Idaho office.

Executive Support

- Provides leadership to build relationships crucial to the success of the company and manages a variety of strategic initiatives for the CEO or leadership team, some of which may have organizational impact.

- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through for successful completion, often with deadline pressures.

- Drives special projects, manages timelines, ensures on-time and on-budget delivery, manages risks, and provides status reports.

- Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate select executive’s ability to effectively lead the company.

- Works closely and effectively with key executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping them updated.

- Drives executive accountability by tracking action items and deadlines and ensuring timely completion.

- Plans, coordinates, and prepares all materials needed for leadership strategy meetings, company townhalls or other. Ensures that all tasks by various parties are completed and communicates with the needed stakeholders timely.

- Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for meetings; purchase office or meeting supplies.

- Communicates directly, and on behalf of the C-Suite, with Board members, donors, and others.

- Provides a bridge for smooth communication between Sr. Management and internal departments; demonstrating leadership to maintain credibility, trust, and support.

Board Support and Liaison

- Serves as C-Suite’s administrative liaison to the board of directors.

- Prepares board packages for the CEO and leadership team.

- Assists board members with travel arrangements, lodging, and meal planning as needed.

- Keeps board meeting minutes.

- Maintains discretion and confidentiality in relationships with all board members.

- Adheres to compliance with applicable rules and regulations set in bylaws regarding board related matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings, keeping minutes, and attending all meetings.

- Assists in coordinating the agenda and logistics of the executive team meetings and off-sites, and townhall meetings.

- Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach.

- Organize and coordinate leadership team functions and activities.

- Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.

- Occasionally edits and creates communications from the CEO.

Required Skills/Abilities:

- Highly resourceful; has the ability to solve problems independently and create useful and unique solutions in challenging situations.

- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.

- Strong project management skills and experience.

- Expert level written and verbal communication skills.

- Demonstrated proactive approaches to problem-solving with strong decision-making capability.

- Emotional maturity.

- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.

- Forward looking thinker, who actively seeks opportunities and proposes solutions.

- Ability to create executive, visually attractive presentations and marketing materials.

- Must have a good sense of humor.

Education and Experience:

- Bachelor's degree required.

- Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a manufacturing environment.

- Experience and interest in internal and external communications, business process improvement and partnership development

- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

- Ability and willingness to travel as needed.

Physical Requirements:

- Normal concentration/intensity, which includes prolonged mental effort.

- Normal memory, taking into consideration the amount and type of information.

- Normal complexity of decision-making.

- Normal physical mobility, which includes movement from place to place on the job.

- Normal physical strength to handle routine field operations.

- Must be able to work on-site in an office environment.

Key Competencies:

- Organized and Strong Attention to Detail

- Dedication to producing error-free, accurate work.

- Gets things done.

- Successfully juggles multiple projects.

- Manages time efficiently.

- Drive for Results

- Bias for action and getting things done.

- Taking calculated risks.

- Prioritize and push projects and initiatives to completion.

- Follows up with various parties.

- Teamwork

- Develops and leverages cooperative relationships.

- Willingly shares information/resources and assists others.

- Contributes constructively to the team decision making process.

- Supports the team decision with comments/actions outside the team.

- Fosters development by giving feedback, coaching, and mentoring.

- Embraces and Drives Change

- Demonstrates energy for effective implementation of change.

- Sees what is possible.

- Takes responsible risk.

- Owns & sustains the change.

- Personal Growth Mindset

- Able to reflect and learn from mistakes.

- Is curious and asks questions.

- Seeks to continuously improve themselves and everyone around them.

ABOUT US

The success of Idaho Asphalt Supply is built by a dedicated team of professionals who excel in their roles and, in turn, we are seeking the best in class talent: professionals, scientists, engineers, advanced thinkers, and people who thrive on growth and collaboration to co-create the future of Idaho Asphalt.

To be the BEST, we must employ the BEST. We offer a competitive total rewards package, an innovative, dynamic, and fast-paced learning culture, and research environment.

Founded in 1976, our company is now a third-generation family business supplying materials to the highway construction industry. Our company is FIRST CHOICE in the industry due to our relentless pursuit of continuous improvement of the products and services we provide to our customers.

Idaho Asphalt Supply, Inc. is an Equal Opportunity Employer.