Executive - Executive Assistant, Marketing

EXECUTIVE ASSISTANT | JOB DESCRIPTION

SUMMARY

At Magnolia, the Executive Assistant to the Chief Marketing Officer is responsible for handling administrative tasks and prioritizing meetings and communication, allowing C-level executives to focus on decision-making and organizational strategic responsibilities. This position works from Magnolia Headquarters in Waco, Texas. It reports to the Chief Marketing Officer and has no supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage supervisor’s calendar and independently schedules meetings*
• Prepare memorandums outlining and explaining administrative procedures and policies and monitor compliance
• Arrange programs, events, or conferences by arranging for facilities and catering, issuing information or invitations, coordinating speakers, and controlling event budget*
• Create and maintain database and spreadsheet files
• Anticipate needs of supervisor*
• Earn trust and respect confidentiality
• Serve as a positive representation and reflection of supervisor, both inside and outside Magnolia
• Create and approve expense reports and track departmental budgets*
• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings, and accompany supervisor when requested
• Manage submissions for legal review and purchasing process
• Perform other duties as assigned

*Metrics evaluated on Performance Review

COMPETENCIES

• Teamwork: Contribute to a team environment supporting diversity, equity, inclusion, and belonging. Work effectively with others, be a team player and contribute toward team goals.
• Critical Thinking: Identify and communicate challenges in day-to-day activities. Ability to analyze data, trends, and patterns.
• Expertise: Eye for detail, accuracy, and complete all tasks in a timely manner. Possess knowledge and skills related to specific area(s) and specialized tools and techniques relevant to specialization.
• Communication: Actively engage in listening to teammates and guests and be open to feedback from guests, peers, and management.
• Guest Focus: Ability to proactively understand and meet guest needs, ensuring a personalized and guest-centric experience.
• Strategy and Goal Setting: Approach change with positivity and curiosity. Know your role in achieving team goals.
• Hard skills: Proficiency in Microsoft Office Suite required. Skilled in the use of standard office equipment required.

ELIGIBILITY QUALIFICATIONS

• Bachelor’s degree from a 4-year college or university preferred
• 2-4 years of related work experience OR an equivalent combination of education and experience preferred
• Must be available to work occasional evenings, weekends, special events, and holidays as business needs require

PHYSICAL DEMANDS

While performing the duties of this job, the employee is required to sit; use hands and arms to reach, handle, feel; utilize fine motor dexterity of fingers; talk or hear and taste or smell. The employee is frequently required to stand and walk. The employee is frequently required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

ACKNOWLEDGEMENTS

Magnolia is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.

This job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description at any time.