The primary duty of this role is to provide administrative support in a variety of functions to one of the company’s senior leaders.  The incumbent will work with confidential information and will be expected to demonstrate both discretion and independent judgement frequently. Collects, reviews and may be asked to provide analysis of both simple and complex reports, charts and other presentation materials.  Responds on the behalf of the executive to routine as well as priority internal and external requests, with correspondence or other messaging. Schedules and coordinates meeting, travel and other group activities.  May provide initial research, negotiation and review of contracts or other formal documents. The incumbent in this role represents the executive team members she or he supports in all ways, including culture, personal influence, and interactions with internal and external contacts.

Executive Preparation and Communication:

• Work closely with relevant internal personnel to keep executives well informed of upcoming commitments, deadlines and responsibilities, preparing information in advance if relevant, interacting with internal or external parties regarding any needed material and follow-in up appropriately.
• May attend meetings on behalf of executive and provide summary information or impressions.
• May prioritize and summarize requests for information from team members, information published on The Vault of other forms of company communication to ensure or meeting minutes from things executive does not participate in personally, in order to keep the CCO appropriately informed on all topics.
• Works closely with the Executive Assistant to the Chairman & CEO, the Executive Assistant to the CSO & CHRO, and the Executive Assistant to the CIO.

Works Closely with Executive on Communication to Teams and Individuals:

• Works with executive to capture notes, thoughts, outputs of reports, conclusions from meetings etc. in order to provide appropriate communication and share-outs throughout the executive’s team, or others where relevant.  May develop PowerPoints, speaking points, emails, or other communication.
• Coordinates with others responsible for internal and external communication where necessary.
• Create calendar of regular communication with teams to keep the executive and the teams on target with commitments to sharing information. May keep ongoing notes for inclusion in things such as town hall style meetings, one on one touch bases, performance reviews etc. as requested.

Reporting:

• Works with SAP and other business reporting tools to run or create reports for the executive. May be asked to track down additional data or insights to supplement reports.
• Works with other business reporting tools and software to find and report information that is required.

Calendar and Meeting Management:

• Provide complex calendar management by prioritizing inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. 
• Create and publishes meeting agendas.
• Provide meeting minutes for meetings that require that and promptly disseminate them to appropriate recipients, with action items and timelines. Tracks follow-ups required from the executive and others responsible to provide information, data etc. to the CCO.
• May provide support to executive or team in scheduling group meetings, coordinating with multiple others in the company to prioritize and make the needed leaders available for necessary meetings.

• Works with others in the company as appropriate to support events that are not personally planned by this role but require executive attendance (such as Leadership Academy, strategy meetings, “Best of” trip or GEM trip).
• As needed, communicate with executives, colleagues, administrative team members, or relevant others that they may designate to prioritize attendance at events inside or outside of work (such as family events, personal commitments, and the like).
• May facilitate creation of personal appointments when needed to ensure executive does not skip or miss prioritization of external focus.

Travel:

• Arrange international and domestic travel, accommodations, transportation, and itineraries as needed.
• Ensure the travel documents of those supported are up to date, potentially taking personal steps to have them updated.

Records Management

• Track and audit documents.
• File records and documents for executives.
• Maintain company records as requested or required, in accordance with document retention guidelines.

Responds on Behalf of Executive:

• May be required to monitor incoming correspondence (email, phone, or mail) and respond on behalf of the executive to solicitations, public relations inquiries, opportunities to speak or represent the company, requests for information, etc.

Expense Reports, Invoice Processing and Time-Off Approval:

• Create and process all corporate expense reports for the executive.
• Review expense reports for direct reports of the executives in a timely manner, bringing to the attention of the executive anything necessary and ensuring executive personally audits reports on a regular cadence.
• Process invoices for approval, ensuring billing is appropriate and coordinating with Finance Team as needed.
• Coordinate with executives and others to approve and calendar the time off of executives’ direct reports (or others as required).
• Manage time sheet approval for executives’ direct reports in UKG as delegate and ensures executive’s calendar is noted with time of direct reports and others as requested.
• Provide support for the expense reports of executives’ direct reports if needed.

Upkeep of Relevant Workspaces, Company Records and Information:

• Maintain workspaces in a manner that allows for the appropriate hosting of guests and visitors arranging for meals for meetings or visitors, and ensuring equipment is in working order.
• Keep business and personal contacts up to date.
• Order supplies as required.

Other Responsibilities: In addition to these areas listed for posting purposes there are further duties, including those that are confidential, including administrative tasks, research etc.

• Excellent verbal and written communication skills including expertise in grammar, spelling, punctuation, keyboard speed and proofreading.
• Demonstrated experience with all MS Office products with particular strength in Outlook, Word, Excel and PowerPoint is required. Certification, or a willingness to get it, is desirable but not required.
• Experience with both Windows and Mac computing is desirable.
• Demonstrated critical thinking.
• 4-7 years of demonstrated experience in organization, executive support, or other work that clearly requires discretion and a high degree of organizational excellence.
• Project management experience is a plus but not required.
• Bachelor’s degree is strongly preferred but alternative life experience with demonstrated experience and expression of critical thinking, verbal and writing skills would most certainly be considered. The incumbent represents the executives in writing and verbally and must be precise and accurate in their communication skills.

Strong initiative and self-direction are required but results are often achieved with and through other people, using influence versus control. The job environment is fast-paced and results oriented.  A steady focus on task management and attention to detail is required, though a focus on people and relationships will create the best success in our company. Decision making will vary between independent and collaborative and the need to assume responsibility for risk. Warm and enthusiastic communication style and a strong commitment to results are qualities of successful incumbents.

The primary environment for this role is an open office. Considerable business is conducted using the telephone and computer technology. Travel may be required to stores, conferences or events, less than 15% of the time. Work from remote locations may be required.  This role can be done remotely on occasion but is primarily onsite with home office staff. When the CCO is in town, most of his time is spent in the office at this time. When he travels, remote work could be done 2-3 days per week but office presence remains critical.

Joining #TeamShaneCo comes with a host of benefits designed to support you and your loved ones- we understand a supportive benefits package is key to a fulfilling work experience. As a family-owned business, we prioritize your well-being, recognizing that our success is a collective effort. Here's what we offer:

Compensation and Recognition: we operate on a team-based model; no commission sales! We offer a competitive base rate, engaging SPIFs, and monthly opportunities for team performance bonuses.

Time off: You’ll enjoy a generous time-off package, including 3 weeks of vacation, and an annual float day. We value holidays and are closed on major ones. Plus, you receive a float day and paid volunteer day annually. We also value your work-life balance and keep favorable hours that provide a great retail experience to our customers while respecting your time and well-being.

Family-centric benefits: We care about your family, and our benefits extend beyond standard offerings. In times of major illness, you can earn time off at full pay for self or family care. You’ll also benefit from paid parental leave, an Employee Assistance Program, and assistance navigating medical complexities.

Health and wellness: We value your health and provide you with paid sick time. Additionally, you can access competitive medical, dental, and vision plans, a 401(k) with company match, and flexible spending accounts. You can also enjoy voluntary benefits, including long-term disability, life insurance for dependents, and pet insurance. We also have a dedicated staff member who focuses on well-being and work-life balance, ensuring you thrive professionally and personally.

Employee Discount: Enjoy a generous store and online discount, available for you and your family members.

Shane Co. serves our customers with an unparalleled standard of excellence. Our people get to share in our customers’ milestone moments such as weddings, birthdays, anniversaries, and everything in between.

Our goal for you is to give you an employment experience like no other so you wake up and want to come to work every day! If you love being part of a team as well as providing personal attention to every customer, this is the place for you!

The salary range for this role is $75,000-$100,000 annually. The range describes the minimum to maximum likely rate for this job description in the state of Colorado. Individual pay will be determined based on skills and qualifications for the role. The salary range for this same position may be lower or higher in markets outside of Colorado.

Employer will not sponsor visa or work authorization.