Chipman Relocation and Logistics is an established leader in the moving and storage industry. Our team is committed to delivering quality and an excellent customer experience through our nationwide and global resources. As a family owned and operated organization since 1939, our financial strength, committed capacity and established global partnerships consistently deliver excellence in relocation and logistics. Our clients and customers uniquely benefit from our teams’ commitment to be One Chipman to everyone we serve.
We are seeking an Executive Assistant to support Chipman’s President, in addition to the Senior Management Team in Alameda, CA.
In this role, the Executive Assistant will help Chipman’s President and other leaders be more effective in their roles. They will contribute to better organization and planning, follow up and follow through, as well as successful execution of strategic initiatives. The Executive Assistant will contribute to the efficiency of our business by providing personalized and timely support This position reports directly to the President.
Essential/Primary Responsibilities:
1. Ensures the President’s day and week is used as efficiently and effectively as possible, playing a key role in pushing strategic initiatives and company goals to the finish line
2. Assists the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; acting as a barometer for what is the most critical responsibilities of the day; completing expense reports; composing and preparing correspondence; arranging detailed agendas and compiling documents for meetings.
3. Prepares the President in advance of meetings, conferences, and speaking engagements with research, documents, and feedback.
4. Communicates with the general staff on the President’s behalf and coordinates logistics with high-level meetings both internally and externally.
5. Conducts research on prospective business development opportunities, industry trends, events, and more.
6. Assists the President, Managers, and key sales reps with RFP responses by acting as the hub of information, compiling content and formatting a professional proposal response.
7. Organizes meetings, including scheduling, agenda generation, sending reminders and organizing catering when necessary.
8. Participates in key meetings by facilitating pre read documents, taking accurate notes, and actuating follow up items and next steps to stakeholders
9. Coordinates travel arrangements (mostly domestic) and create trip itineraries
10. Maintain a monthly spreadsheet on the Company’s key quality metrics for each branch.
11. Provides gatekeeper function for incoming requests for the President’s time, from both internal team members, as well as external parties
12. Coordinates knowledge management by maintaining shared drives for projects and strategic initiatives
13. Assists in planning Company events and conferences
14. Manages Chipman’s Uniform and Swag orders, as well as manage purchase of gifts and flowers for Chipman Team members and Clients
Skills & Abilities:
- Work experience as an Executive Assistant and/or Personal Assistant
- Time management and ability to meet deadlines
- Excellent verbal and written communication skills
- Strong organizational skills and ability to multitask
- Ability to act as gatekeeper and escalate relevant information to executives as needed
- Ability to work effectively with minimal supervision
- Strong interpersonal skills
- Ability to treat confidential information with appropriate discretion
- Exceptional attention to detail
- Familiarity with Microsoft Office Suite and Google for Business
- Familiarity with office gadgets and applications
- Occasional travel may be involved
- This is a Work From Office position and candidate will receive an enclosed hard wall office
- Overtime hours will come up on occasion, primarily when working on project deadlines
