Job Details

 WHAT WE OFFER

• Professional development opportunities including tuition reimbursement, course training, and networking
• A competitive benefits package including medical, dental, vision, 401(k) with company match, paid time off (PTO), volunteer time off (VTO), and paid holidays
• Fun and engaging activities including department outings, holiday parties, and our annual company-wide dinner
• Carina Investments is seeking an Executive Assistant to join our team! This position will report to the President of Carina Investments in Wooster, OH.

POSITION SUMMARY: The Executive Assistant will provide administrative support for the office of the President of Carina Investments and the Seaman Family Shareholders.  Key responsibilities will include preparation of reports and financial data, handling information requests, making travel and meeting arrangements, preparing correspondence, receiving visitors, and managing partner and Board of Directors relations. This position requires the ability to effectively work with all levels of internal management and staff, as well as outside clients and partners. This position also requires the ability to multi-task in a high energy, fast paced, high demand environment within a small team.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Manage and maintain the schedule of President of Carina Investments; oversee appointment schedule and calendars; arrange in-person or virtual meetings and retreats. Prepare agendas, reports, memos, letters, spreadsheets, presentations and other documents using Microsoft Office programs.
• Compile, analyze, and maintain financial data; prepare routine and ad hoc financial reports to support executive decision making and ensure accurate record keeping.
• Coordinate and support management of shareholder family properties, including property usage reservations and approvals, cleaning service coordination, and expense management.
• Manage and execute presentations for the President of Carina Investments and the Seaman Family Shareholders. Works to ensure continuity and coherence among all presentations. Prepare and post presentations in advance of meetings.
• Provide marketing support by preparing marketing materials such as newsletters, flyers, brochures for the family enterprise as well as website development and management
• Support basic bookkeeping through tracking and managing expenses and invoices, managing payments, and basic usage of Ramp expense software.
• Coordinate travel arrangements, overnight accommodations, catering, and event planning. Partner with corporate flight department for flight itineraries and utilization of corporate jets
• Organize and plan customer, Board of Directors, and Family Shareholder outings, meetings, and events, including managing invitations, arranging travel and accommodations, and communications with guests.
• Manage all communication to the Family Shareholders through Diligent Software. Maintain all Resources up to date, post quarterly Sales & Operations books, create and post Meeting Booklets with all information necessary for Shareholder Meetings.
• Receive, sort and analyze incoming mail, memos, submissions and reports to determine their priority and distribute accordingly to team members.
• Perform regular scanning, copying, faxing and mailing; generate and transmit UPS and FedEx shipments; order supplies and stock department.
• Support and oversee general office administration, including managing and stocking supplies, coordinating workspace usage, and ensuring a clean, functional, and efficient working environment.
• Performs other related duties as assigned.