Job Summary

　　The Internal Communications & Support Specialist will be directly responsible to supporting the company’s internal communications and will contribute to our overall employee experience initiatives. A portion of the time, this role will also be responsible for supporting the schedules and communications of key company executives. This includes prioritizing emails, phone calls, meeting requests, meeting preparation, assisting with presentation creation, and coordinating travel arrangements. This role will provide general executive support for senior leaders and the company’s corporate office needs overall. Anticipating the day to day needs of key internal clients is essential to this role.

　　Essential Duties and Responsibilities

　　Internal Communications / Employee Engagement (50%)

　　-Manage the overall internal communication calendar and initiatives including drafting compelling and engaging copy for select communication vehicles

　　-Partner with internal Marketing team to execute consistent visual design/branding and production of traditional internally facing communication materials and to develop an array of digital communication assets including video and other digital communications

　　-Support any internal communication platforms such as Van Wall’s Intranet

　　-Support the facilitation of management/leadership training programs and initiatives

　　-Foster and facilitate company culture initiatives across locations

　　-Manage and support key internal company meetings and events including setting-up the event space, preparing materials and handouts, testing technology, and ordering catering for participants if required

　　-Manage company branded attire selection/ordering process and fulfillment

　　-Manage company-wide business card ordering and fulfillment process

　　-Serve as the company’s historian by facilitating the process of archiving and capturing key assets connected important moments and events

　　Executive Support (30%)

　　-Manage executive calendars including scheduling meetings/appointments and resolving calendar conflicts by prioritizing the most sensitive matters with input from internal clients

　　-Provide administrative assistance, such as monitoring inbound communications, writing and editing e-mails, drafting memos, assisting with presentation creation, and preparing other communications on the executive’s behalf

　　-Receive inbound telephone calls for key executives and address or transfer inquiries with a sense of urgency

　　-Serve as a facilitator and scribe for key corporate projects responsible for meeting coordination, communication/reminders, meeting facilitation, note taking, action item follow-up to stakeholders, and consolidating and distributing project updates

　　-Deliver scheduled Key Performance Indicator (KPI) updates and reports

　　-Coordinate domestic and international travel arrangements for executive team members, provide itineraries, support travel conflicts, and file expense reports as required

　　-Maintain company records and files as required

　　General Office Support (20%)

　　-Welcome and host remote employees and other visitors to the corporate office

　　-Answer incoming calls in a polite and professional manner to the company’s main telephone line and review and route messages left on the company’s voicemail system

　　-Manage inbound/outbound mail and deliveries for the corporate office

　　-Support daily operation and upkeep of the corporate support office including working with landlord and contractors on maintenance requirements

　　-Manage company-wide office supply stock and ordering

　　-General office upkeep as required

　　Position Qualifications

　　-Bachelor’s degree or the equivalent combination of education and experience

　　-Minimum of 5 years of experience providing administrative support to a C-level executive or other comparable leader(s)

　　-Excellent verbal and written communication skills

　　-Demonstrated organizational and time management skills

　　-Must be proficient with G-suite applications as well as MS Office programs

　　-Must have past experience working with confidential and sensitive information

　　-Outstanding customer service focus

　　-Positive attitude and energy

　　-Self-motivated, proactive, and forward-thinking

　　-Confident and persistent

　　-Ability to work independently and multi-task in a fast-paced team environment

　　-Adaptable and flexible with job duties, responsibilities, and working hours