Job Description

Executive Assistant

Primary Function The Executive Assistant provides high-level administrative support to the Executive Vice President and other executive team members at Gregory Poole Equipment Company, the Caterpillar dealer for eastern North Carolina. The role is responsible for organizing schedules and travel, coordinating customer relations, and overseeing special business projects. Ideal candidates have strong technological skills and an elevated understanding of business concepts, including the ability to analyze dashboards and performance metrics, validate data, and translate trends into concise executive-ready insights and recommended next steps. This position will be responsible for responding to after hour request and weekend request.

Essential Duties Drive Efficiency Through Administrative Support

• Oversee the Executive Vice President's calendar of meetings, events, travel, and personal matters to prevent scheduling conflicts
• Coordinate corporate air travel logistics including flight itineraries, airport coordination, and ground transportation
• Arrange travel and accommodations for executive team members
• Filter incoming phone calls and unscheduled visitors, respond to requests, and communicate accurate messages to optimize the Exec. VP's time
• Respond to after hour and weekend request via (email, phone, text).

Maintain an Exceptional Customer Experience Standard

• Schedule meals and functions for executive team members and customers
• Organize and lead the set up and break down of catered patio dinners at Gregory Poole headquarters
• Coordinate large-scale customer events including meals, sporting events, and trips

Enhance Operational Decisions with a Strong Business Sense

• Prepare monthly and quarterly governance materials, including pre-read compilation, dashboard reporting, and management of supporting data to ensure accuracy and timely distribution
• Decipher and accurately capture priorities after reviewing internal business and OEM materials
• Record meeting minutes and prepare report and slide deck drafts to support company strategy

Drive Innovation and Process Improvement

• Investigate technological advancements and automation tools to apply to day-to-day workload
• Contribute to special projects as needed with the willingness to take on potential project management tasks

Confidentiality and Discretion

• Employ discretion in handling confidential materials and sensitive personal and business information
• Maintain confidentiality of executive communications, records, and governance materials by using approved storage, access controls, and distribution practices

Minimum Requirements

Education

A four-year degree in business administration, office management, or a related field; or a two-year degree in a related field.

Work Experience

• 5+ years of past executive assistant experience, or 7+ years of transferable experience in administrative support and project management

Physical

• Must be able to sit for long periods of time using a laptop/PC.

Other

• Previous industry experience in construction or material handling is a plus.
• Must be a skilled communicator across written and verbal channels.
• Excellent interpersonal relationship-building and time management skills.
• Demonstrated experience understanding high-level business concepts.
• Proficient in Microsoft Office (Excel, Word, PowerPoint) with previous exposure to or an interest in automated systems.
• Proficient in Microsoft Teams and other virtual meeting platforms.
• Proficient in Microsoft Power BI, including navigating dashboards and interpreting standard reports

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

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