Executive Assistant & Business Coordinator
hace 29 días
Lafayette
Job DescriptionDescription: POSITION SUMMARY The Executive Assistant & Business Coordinator provides comprehensive administrative support to the GDS Executive team while coordinating the day-to-day operations of the corporate office. This role blends traditional executive support with cross-functional coordination across Accounting and Marketing. The position requires a polished, proactive professional who can manage competing priorities, maintain a high level of discretion when handling confidential information, and serve as a trusted point of coordination across departments, vendors, and external stakeholders. ESSENTIAL DUTIES AND RESPONSIBILITIES The essential functions include, but are not limited to the following: Executive and Office Coordination (Primary) • Provides direct administrative support to the CEO & President and broader Executive team, including calendar management, travel coordination, expense reporting, and meeting preparation., • Serves as the front-office point of contact for GDS — greets visitors, manages incoming calls and correspondence, and ensures a professional and welcoming office environment., • Coordinates executive meetings, board prep materials, and offsite logistics; takes minutes as requested and tracks action items to completion., • Coordinates day-to-day office operations including supplies, vendor relationships, facilities, mail and shipping, and conference room scheduling., • Maintains strict confidentiality and exercises sound judgment in handling sensitive business, personnel, and financial information., • Drafts, formats, and proofreads correspondence, presentations, and internal communications on behalf of the Executive team. Marketing Support (Assist) • Provides oversight of the company's social media posting cadence — coordinates with internal stakeholders and external agency partners to ensure content is timely, on-brand, and properly approved., • Coordinates ordering, inventory, and distribution of GDS-branded swag, apparel, and promotional materials., • Coordinates company events including customer appreciation events, trade shows, holiday gatherings, team functions, and community sponsorships — from logistics and vendor selection through day-of execution., • Maintains the marketing supplies inventory and tracks event budgets in partnership with the VP of Sales and Marketing. Accounting Support (Assist) • Partners with the Financial Controller on day-to-day accounting tasks as needed, including AP/AR data entry, invoice processing, expense report review, and vendor onboarding., • Assists with credit card reconciliations, receipt collection, and documentation to support month-end close., • Helps maintain organized financial records and supports audit preparation activities., • Coordinates with Human Resources on administrative items as requested.Requirements: Minimum Qualifications (Knowledge, Skills, and Abilities) • Three or more years of progressive experience in an Executive Assistant or hybrid administrative/coordination role supporting senior leadership., • Exceptional organizational skills with the demonstrated ability to manage multiple priorities across executives and functional areas., • Strong written and verbal communication skills, with the ability to represent GDS professionally to internal and external audiences., • Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)., • Demonstrated discretion and professionalism in handling confidential business, personnel, and financial information., • Ability to work independently, anticipate needs, and take initiative without close supervision., • Working knowledge of basic accounting workflows (AP/AR, expense management); prior experience with accounting software such as QuickBooks, NetSuite, or Sage preferred., • Experience coordinating marketing activities, vendor management, or event planning preferred., • Familiarity with business use of social media platforms (LinkedIn, Facebook, Instagram) preferred., • Ability to define problems, collect data, establish facts, and draw valid conclusions., • Bachelor's degree or equivalent combination of education and professional experience preferred. A current driver's license is required as the individual may be required to drive either a company vehicle or their own vehicle to vendor locations, event venues, or company locations as business demands. Personal Attributes • Discreet: Operates with a high level of discretion and confidentiality. This role has frequent exposure to sensitive financial, personnel, and strategic information, and trustworthiness is non-negotiable. A Non-Disclosure Agreement, executed by both parties, is required., • Resourceful: Finds answers and solutions without waiting to be told., • Detail-oriented: Catches the small things before they become big things., • Approachable: A natural connector across departments and external partners., • Adaptable: Shifts gears smoothly between an executive's calendar, a vendor invoice, and a booth setup for a trade show