Executive Specialist

JOIN THE GIBSON TEAM AND FIND YOUR EDGE!

As an employee-owned organization, our incredible team is committed to providing exceptional service, incorporating best practices, and providing access to tools and resources that keep our colleagues and employees educated, informed, and on a path that helps them find and own their edge.

OUR CORE VALUES ARE LIVED IN OUR BUSINESS AND OUR CULTURE IS FUELED BY THEM.

• Create a Great Experience
• Do the Right Thing
• Play for Each Other
• Pursue Growth
• Own Your Future
  
  

Summary

The Executive Specialist provides comprehensive administrative support to the entire office and serves as the initial point of contact for Gibson in Utah. The key responsibilities include fostering positive, dependable, and memorable interactions with Gibson team members, clients, community partners, and potential clients. This role entails meeting preparations, including room setup, refreshments, and coordination food arrangements. Additionally, the Executive Specialist will answer and direct phone calls, welcome visitors, manage incoming deliveries, oversee the procurement and organization of office supplies, and maintain a clean and orderly office environment.

In this role, you will contribute to the team by:

• Providing administrative and business support to the Gibson team as needed such as producing letters, preparing meeting materials, print/mail tasks, sign-in’s, etc.
• Responsible for providing analytical and specialized administrative support to relieve and assist in complex details and advanced administrative duties
• Directing incoming phone calls, faxes, and voicemails appropriately
• Routing postal mail, packages, voice mails and faxes to the appropriate team members
• Assisting with meeting preparations by ensuring meeting spaces are ready for internal and external guests
• Greeting visitors
• Researches, compiles and prepares reports and correspondence
• Ensures sales reporting is accurate, up to date and efficient
• Communicating with building office management on repairs/modification requests for Gibson suite
• Manages extremely active calendars, schedules meetings and calls and attends meetings when necessary
• Assisting in the coordination of employee and client events whether on-site or remote
• Keeping public areas tidy
• Dishwashers (Load, run, unload)
• Managing office supply orders and monitoring equipment
• Order office supplies as needed – maintain inventory of common items
• Request service on copiers as needed
• Preparing refreshments or ordering lunch for clients or Gibson group events
• Maintaining an organized filing system for electronic documents
• Collaborating with the Marketing Team on local events, including assisting in multiple aspects of event planning (selecting venue, maintaining event budget, registration management, set-up and teardown, etc.)
• Exercising strong judgement and maintaining a high level of confidentiality when dealing with sensitive information
  
  

You might be a great fit for this role if you:

• Excel at prioritizing competing demands and adapting quickly to internal and external requests
• Love marking tasks off a to-do list
• Are driven to meet deadlines
• Have a knack for thorough documentation
• Enjoy communicating with internal and external clients via phone, email, and Zoom
• Have strong verbal and written communication skills
• Find energy in coordinating and planning events
  
  

Required

• High School diploma
• Working knowledge of multi-line phone systems or ability to learn
• Follow-thru to completion on all tasks
• Keen attention to detail
• Must be comfortable in an electronic environment with strong computer skills (Word, PowerPoint, Excel)
• Excellent verbal and written communication skills
• Excellent organizational and people skills, with the ability to work well in a team environment
• Prior experience in similar role
• Prior experience planning events
• Local to the Salt Lake City or surrounding area
  
  

Preferred

• Current Notary Public or willingness to become one
• Bachelor’s degree in Business Administration or related discipline
• Working knowledge of social media
  
  

Physical Requirements

While performing the duties of this role, the employee is regularly or occasionally required to meet the following physical demands. To ensure safety, employees in this role must be able to complete the following physical requirements.

• Continuously remains in a stationary position for long periods of time, up to 6-8 hours.
• Repetitive movement of hands, arms, and fingers either typing or writing.
• Occasionally move about the office to access office machinery and lift to 10 lbs. Capable of ascending/descending to different floors in case of emergency. Continuously operate a computer (6-8 hours) and other office productivity machinery such as printer/copy machine.
• May be required to work extended hours to meet client/organizational deadlines.