Biltmore Farms, LLC
  • Asheville, NC, USA
  • Hourly
  • Full Time

**Please provide cover letter and resume for consideration**

Picture yourself at Biltmore Farms, working within a dynamic and multifaceted company in Western North Carolina!

About Biltmore Farms

This is a unique opportunity to join the Biltmore Farms in a key support role. Our employees pride themselves in working for a broader company that is deeply rooted in Asheville. Biltmore Farms is known for cultivating healthy sustainable communities, thriving businesses and an inspiring sense of place while preserving the Vanderbilt family tradition of hospitality since 1897.

Imagine a place where people support your goals, where opportunities to grow exist, where you are welcomed like family. Picturing ourselves somewhere is the first step to getting there. Go ahead; picture yourself here at Biltmore Farms. We see you here too!

Job Summary

The Executive Assistant will provide effective operational support to the President, Board of Directors, Board of Governors, and periodically other executives. The Executive Assistant serves as a liaison to the two governing boards and senior management team; organizes and coordinates executive outreach and external relations efforts and oversees special projects.

The Executive Assistant must be highly organized and thrive in a fast moving and ever-changing professional services work environment. The ideal individual will have the ability to exercise strong judgment in diverse situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and absolute confidentiality.

DUTIES & RESPONSIBILITIES

Calendar & Time Management

  • Provide sophisticated calendar management for President. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day and week-to-week engagements.
  • Answer phone calls, screening for necessity, priority, and relevance. Direct calls to appropriate parties, take and deliver accurate messages, or return calls on behalf of President.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming e-mails, memos, submissions, and reports to determine their significance and plan their distribution.
  • Make travel arrangements primarily for the President but often coordinating with other executives. Assist completing all expense reports.
  • Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated. Anticipate President's needs in advance of meetings, conferences, etc.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect President's style and organization policy.

Communication

  • Ensures that the President's bio is kept updated.
  • Prepare draft responses to correspondence containing routine inquiries.
  • Edits and completes first drafts for written communications.
  • Draft and prepare correspondence for internal announcements or external communications.

Board Meeting Support

  • Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; secure room reservations, seating configurations, meal selections, attendance tracking, lodging arrangements, expense reimbursement, etc.
  • Assist with records retention of all meeting minutes and resolutions on behalf of Board Secretary.

Administrative

  • Oversee any general office activities as they relate to the President's office for Executive Team and guest interaction.
  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting any employees and the operations of the company.
  • Draft letter and personal correspondence, and prepare presentations, agendas, reports, special projects and other documents in support of objectives for the company.
  • Complete ad hoc projects as assigned - such as personal events and/or family needs for members of both the President's immediate family and those requests by his five siblings, their respective children or any non-family member Governor or Director.

KNOWLEDGE, SKILLS, & ABILITIES

  • High attention to detail is required.
  • Flexibility and adaptability to respond to a range of work situations and environments.
  • Must demonstrate consistent judgement, critical thinking, analysis, with ability to solve problems, analyze systems, and suggest appropriate solutions often within a short time frame.
  • Must be professional, self-motivated and able to work independently.
  • Must have excellent communication and time management skills; proven ability to meet deadlines.
  • Must be able to interact with individuals at all levels of the company and outside the company.
  • Demonstrate success in a dynamic and fast-paced environment with flexibility to pivot to effectively manage multiple priorities.
  • High degree of organization, prioritization, and time management are needed for this position.
  • Must have a strong ethic, be able to work with highly confidential information, and use discretion in communicating information of a sensitive nature.
  • Must have computer skills adequate to serve as an end user of scheduling software and office equipment.
  • Must demonstrate strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, and Power Point), Adobe Acrobat.
  • Professional verbal and written communication skills to effectively influence and convey information.
  • Ability to anticipate needs of others and prioritize tasks.
  • Commitment to delivering a high-level of customer service, to both internal and external customers.
  • Physical requirement includes the ability to lift up to 35 pounds.

MINIMUM QUALIFICATIONS

Any combination of education and experience equivalent to:

  • Bachelor's degree in Office Administration, Communications, Public Relations, Business Administration, or other relevant degree; AND
  • A minimum of five (5) years of related experience required in working in an executive assistant role supporting a C-Level executive.

Why join the Biltmore Farms team?

  • Outstanding medical, dental, and vision benefits coverage
  • 401K retirement plan with employer matching program
  • 10 vacation days, five (5) days sick leave, and 10 paid holidays annually
  • YMCA membership monthly discount
  • Fun wellness program with annual bonus of up to $600
  • Incredible employee learning and growth opportunities
  • Friendly and supportive work environments
  • Exciting employee events and activities

Post Offer / Pre-Employment:

For the on-going safety and well-being of our employees and guests, Biltmore Farms' on-boarding process includes a criminal history disclosure and screening process for employees selected for employment. This process begins after an offer of employment is extended in writing.

Final decisions on employment will be treated in accordance with federal-, state-, and local laws and guidance and determinations will be made on a case-by-case basis prior to adverse action. Biltmore Farms is dedicated to matching candidates with a criminal history to a position where they can be successful.

Equal Opportunity Employer:

Biltmore Farms is an Equal Opportunity Employer. Minorities and Spanish/English bilingual persons are strongly encouraged to apply.

NOTICE: Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. This employer participates in E-Verify. Click here for more information.

AVISO: La Ley Federal le exige a todos los empleadores que verifiquen la identidad y elegibilidad de empleo de toda persona contratada para trabajar en los Estados Unidos. Haga clic aqu para obtener mas informacion.

Biltmore Farms, LLC
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