Job Description
About us:
G & J Marketing and Sales is a National Food Broker specializing in vending, office coffee and micro markets. An industry leader with a sales force of over 25, the company represents 20 plus manufacturers selling to a broad base of operators, distributors, and national accounts.
Position Details:
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the President to provide high-level administrative support in a fast-paced and dynamic environment. This role requires exceptional communication skills, an ability to manage extensive email correspondence, coordinate complex travel logistics, and prepare clear, concise notes and briefings based on multiple ongoing conversations and meetings.
As a trusted partner to the President, you will ensure the smooth operation of their day-to-day activities—enabling them to focus on strategic priorities while you manage the behind-the-scenes execution with accuracy and discretion.
Key Responsibilities:
- Email & Communication Management: Monitor, prioritize, and respond to high-volume email correspondence on behalf of the President. Draft professional communications and ensure timely follow-up on key matters.
- Calendar & Meeting Coordination: Manage a complex and dynamic calendar, including scheduling across time zones, resolving conflicts, and preparing for meetings with necessary background materials.
- Travel Coordination: Arrange comprehensive travel accommodations, including flights, hotels, ground transportation, and detailed itineraries. Ensure all logistics are aligned with the President’s preferences and priorities.
- Meeting Support & Note Preparation: Attend meetings and calls as needed, take accurate notes, and synthesize discussions from multiple sources into actionable briefings, recaps, or reports.
- Briefing & Summarization: Piece together information from emails, meetings, documents, and informal conversations to provide timely and insightful updates to the President.
- Confidentiality & Discretion: Handle sensitive information with the utmost professionalism and confidentiality at all times.
- Liaison Duties: Serve as a point of contact between the President and internal teams, clients, and partners, ensuring consistent communication and follow-through.
Supplementary Responsibilities:
- Assist with tracking special projects and initiatives, ensuring key milestones and deadlines are met.
- Collaborate with other executive support staff to maintain consistent administrative processes and a strong support network.
Qualifications:
- High school diploma required, Bachelor’s degree in Business Administration, Communications, or a related field preferred.
- 3 to 5 years' experience in an Executive Assistant role, preferably supporting senior leadership.
- Demonstrated ability to manage competing priorities, tight deadlines, and high-volume information with precision.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Strong writing, editing, and communication skills; must be able to write professionally on behalf of the President.
- Discretion, reliability, and the ability to exercise sound judgment under pressure.
Key Competencies:
- Highly organized with superior attention to detail and follow-through.
- Strong interpersonal skills; able to build relationships across departments and externally.
- Able to anticipate needs and act with initiative and confidence.
- Comfortable navigating ambiguity and shifting priorities with poise and professionalism.