Business Operations Executive Assistant - Evergreen Holdings

Job Description Summary The Business Operations and Executive Assistant at Evergreen Holdings Corporation provides highly skilled, efficient, and confidential support directly to the Chief Financial Officer (CFO) of Evergreen, as well as other leaders and/or their teams as assigned. This position is responsible for the execution of day-to-day executive support activities and special projects management, including strategic calendar and schedule management, travel and expense administration, meeting coordination, project support, communications, and preparation of reports and presentations at a growing and dynamic holding corporation. This position works closely with key stakeholders to build strong relationships across the organization and ensure that assigned projects, meetings, deadlines, and priorities are appropriately planned, scheduled, and executed. This role independently identifies process-improvement opportunities and contributes to the development of efficient administrative processes.

 Job Description: Roles and Responsibilities

• Strategically prioritize the CFO’s calendar and schedule to ensure meetings, deadlines, and key initiatives are appropriately planned and aligned with business priorities.
• Serve as the primary point of contact for maintaining calendar appointments and ensuring meetings are scheduled in advance and prioritized appropriately.
• Coordinate all travel arrangements, including flights, ground transportation, hotels, meals, and related itineraries.
• Prepare and submit expense reports in a timely manner and review purchasing-card charges and invoices for accuracy and timely reconciliation.
• Manage all aspects of internal and external meetings, including invitations, logistics, attendee tracking, meal orders, agenda preparation, content development, meeting notes, and action-item follow-up.
• Maintain daily, weekly, and monthly task lists for the CFO and assigned leaders; proactively monitor deadlines, follow up on commitments, and anticipate administrative and business needs.
• Collect and communicate monthly financial reports, metrics, and other business information as requested.
• Maintain, organize, and retrieve corporate record files, reports, and confidential documentation.
• Answer, direct, and filter phone calls and visitors as necessary.
• Open, sort, prioritize, and distribute incoming mail, emails, and other correspondence as appropriate.
• Prepare, edit, and proofread executive correspondence, PowerPoint presentations, handouts, spreadsheets, charts, graphics, speaker notes, and other materials to ensure accuracy, consistency, and a professional appearance.
• Compile data from multiple internal and external sources and prepare reports, summaries, and supporting documentation for leadership review and decision-making.
• Take ownership of assigned projects and events by conducting research, establishing timelines, coordinating stakeholders, organizing details, collecting information, and ensuring timely execution.
• Create and maintain documentation to identify, plan, track, and follow up on active assignments for leaders and contributors.
• Assist the CEO and CFO with corporate asset purchases, mergers and acquisitions, and related due-diligence activities, including coordinating and maintaining transaction documentation.
• Track organizational continuous-improvement efforts and provide feedback and recommendations as appropriate.
• Serve as a knowledgeable resource for leaders and teams regarding established processes, systems, tools, and administrative procedures.
• Act as a liaison between the executive office, internal departments, and external stakeholders to facilitate communication, alignment, and timely execution of priorities.
• Build and maintain strong working relationships across departments and with external stakeholders.
• Routinely handle confidential information and correspondence with discretion.
• Perform other duties as assigned. Qualifications and Education Requirements
• Associate degree or 2+ years of experience in a related field required.
• Bachelor’s degree in Business Administration or a related field preferred.
• 4+ years of relevant experience in executive administration, business administration, or a related field.
• 2+ years of progressively increasing responsibility.
• 1 to 3 years of demonstrated experience managing multiple projects of low to moderate risk.
• Experience directly supporting executive-level leaders or teams preferred.
• Ability to interact effectively with multiple levels of leadership and diverse audiences.
• Experience supporting mergers and acquisitions preferred.
• Financial acumen preferred.
• Strong project management skills preferred. Key Skills and Competencies
• Advanced Microsoft Office skills, including proficiency in PowerPoint, Word, Outlook, and Excel.
• Ability to prepare presentations, charts, graphics, tables, speaker notes, handouts, and executive-level communications.
• Strong grammar, writing, editing, and proofreading skills.
• Ability to learn and effectively use programs, software, systems, and project-management tools utilized by the organization.
• Effective organization, prioritization, time-management, and multitasking skills with strong attention to detail.
• Ability to manage workflow, competing priorities, deadlines, and expectations in a fast-paced environment.
• Excellent written, verbal, phone, and interpersonal communication skills.
• Strong customer-service skills, active-listening skills, and ability to communicate effectively
• Ability to work independently while collaborating effectively in a team environment.
• Demonstrated ability to influence, build trust, and maintain productive relationships with a diverse population.
• Professional judgment, confidentiality, discretion, emotional intelligence, critical thinking, and problem-solving ability. Preferred
• Ability to direct and analyze the results of programs, projects, or assignments.
• Ability to respond positively to changing circumstances while maintaining quality-conscious client service, sound decision-making, conflict-resolution, and critical-thinking skills.
• Ability to facilitate discussions with leaders and stakeholders.
• Ability to manage at a macro level while recognizing when a more detailed approach is required.
• Ability to contribute to a diverse and inclusive workplace by cultivating a safe environment for questions, innovative ideas, and suggestions.
• Works collaboratively with peer groups and leadership to provide support during peak business periods and planning processes. Physical Requirements
• This position operates in a professional construction office environment and may periodically operate at industrial job sites. Job-site conditions may include moving mechanical parts, vibration, noise, and the use of personal protective equipment, including closed-toe shoes, a hard hat, and eye protection.
• This role routinely uses standard office equipment such as computers, phones, filing cabinets, and photocopiers.
• This position is generally sedentary. Employees are frequently required to sit, and occasionally required to kneel, reach, stoop, crouch or crawl.
• This position requires the ability to lift files, open file cabinets, and bend or stand as necessary.
• This position may occasionally lift up to 25 pounds.
• Operates in a demanding, fast-paced, people-oriented construction environment with frequent changes and interruptions, and multiple project assignments. #LI-HYBRID 

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