Conference Assistant Jobs in Alabama (NOW HIRING)

Position Summary

The Executive Assistant to the Executive Team provides high-level administrative, organizational, and coordination support to the company's executive leadership team. This position serves as a central point of coordination between executive leadership, corporate departments, mining operations, and external stakeholders.

The Executive Assistant is responsible for managing executive schedules and priorities, coordinating leadership meetings, preparing reports and presentations, tracking action items, supporting executive projects, and ensuring timely communication and follow-through across the organization.

This position requires exceptional judgment, confidentiality, organization, communication, and attention to detail. The successful candidate must be able to manage multiple priorities, anticipate the needs of executive leadership, and operate effectively in a fast-paced mining environment.

The Executive Assistant will consistently represent the company and its leadership in a manner aligned with the Warrior Way values of Safer, Accountability, Follow Through, Excellence, and Responsibility.

Essential Functions and Responsibilities

Executive Team Support

• Provide comprehensive administrative and organizational support to members of the Executive Team.
• Coordinate executive calendars, appointments, meetings, travel, and competing priorities.
• Schedule and coordinate Executive Team meetings, leadership meetings, and special events.
• Prepare meeting agendas, briefing materials, presentations, reports, and correspondence.
• Prepare executive leadership for meetings by compiling relevant information and supporting documentation.
• Maintain confidential executive files, records, and information.
• Monitor incoming communications and assist with prioritizing matters requiring executive attention.
• Draft, edit, proofread, and format executive correspondence, presentations, reports, and communications.
• Track commitments and action items resulting from Executive Team meetings and ensure appropriate follow-up.

Executive Team Coordination

• Serve as a central liaison between the Executive Team and internal departments, including Operations, Human Resources, Finance, Legal, Safety, Maintenance, Engineering, IT, Commercial, and other functional areas.
• Coordinate cross-functional initiatives and projects assigned by executive leadership.
• Maintain executive action-item trackers and follow up with responsible parties to ensure deadlines are met.
• Assist with the preparation and coordination of executive-level presentations and organizational communications.
• Coordinate executive calendars and meeting schedules to ensure efficient use of leadership time.
• Assist with preparation for Board, leadership, customer, vendor, and other high-level meetings.
• Coordinate information and deliverables required from multiple departments for executive review.

Reporting and Data Management

• Compile information from multiple departments and prepare executive summaries, reports, presentations, and briefing materials.
• Assist with tracking key organizational, administrative, and operational metrics.
• Maintain spreadsheets, dashboards, schedules, and other management tools.
• Research information and prepare summaries to support executive decision-making.
• Monitor outstanding action items, deadlines, and deliverables and escalate issues when appropriate.
• Assist with the preparation of executive presentations and management reports.

Communication and Relationship Management

• Serve as a professional point of contact for individuals communicating with the Executive Team.
• Communicate professionally with employees at all levels of the organization, including senior leadership, mine-site management, and corporate personnel.
• Coordinate communications between executive leadership and internal and external stakeholders.
• Exercise discretion and professionalism when handling sensitive and confidential matters.
• Establish and maintain effective working relationships across all areas of the organization.
• Help ensure timely and consistent communication between executive leadership and appropriate stakeholders.

Meeting and Event Coordination

• Coordinate Executive Team meetings, leadership meetings, conferences, and special events.
• Prepare agendas, presentations, meeting materials, attendance lists, and supporting documentation.
• Coordinate meeting logistics, conference rooms, technology, catering, and other requirements.
• Record and distribute meeting notes and action items as appropriate.
• Follow up with responsible parties regarding outstanding commitments.

Travel Coordination

• Coordinate executive travel arrangements, itineraries, accommodations, and transportation.
• Prepare detailed travel itineraries and support documentation.
• Coordinate travel logistics for Executive Team members and other leadership personnel as assigned.
• Assist with planning executive meetings and events requiring travel.

Special Projects

• Support executive leadership with special projects and strategic initiatives.
• Conduct research and gather information as requested.
• Develop presentations, reports, spreadsheets, and other project deliverables.
• Coordinate project timelines and follow up with stakeholders.
• Assist with implementation of administrative processes and organizational improvements.
• Provide administrative support for other executive-level initiatives as assigned.

Confidentiality and Discretion

The Executive Assistant will have access to sensitive executive, employee, financial, operational, strategic, and organizational information. The individual must maintain strict confidentiality and exercise sound judgment regarding the handling, distribution, and discussion of company information.

Required Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related field preferred; equivalent experience may be considered.
• 5+ years of progressively responsible administrative or executive support experience, preferably supporting senior leadership.
• Experience in a mining, industrial, manufacturing, energy, or other complex operating environment preferred.
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Demonstrated ability to handle confidential information with discretion.
• Strong attention to detail and accuracy.
• Ability to work independently and exercise sound judgment.
• Professional demeanor and ability to interact effectively with executives, employees, customers, vendors, and other stakeholders.

Preferred Qualifications

• Experience supporting a CEO, President, Executive Leadership Team, or C-suite executives.
• Experience working in a mining or heavy industrial environment.
• Experience preparing executive-level presentations and reports.
• Advanced Microsoft Excel and PowerPoint skills.
• Experience coordinating cross-functional projects and executive initiatives.
• Experience supporting Board meetings or senior leadership meetings.

Core Competencies

Executive Presence: Demonstrates professionalism, confidence, discretion, and maturity when interacting with senior leaders and stakeholders.

Organization: Effectively manages schedules, deadlines, documents, projects, and competing priorities.

Communication: Communicates clearly, professionally, and appropriately with individuals at all levels.

Judgment: Demonstrates sound judgment regarding priorities, confidentiality, escalation, and follow-up.

Attention to Detail: Produces accurate, polished, and professional work with minimal errors.

Accountability: Takes ownership of assignments and ensures commitments are completed on time.

Problem Solving: Anticipates needs, identifies issues, and develops practical solutions.

Teamwork: Builds strong relationships and works effectively across departments and operating locations.

Confidentiality: Maintains strict discretion regarding sensitive company and executive information.

Working Conditions

• Primarily office-based with regular interaction with corporate departments and mine-site personnel.
• May occasionally require travel to company mining operations, meetings, conferences, or other business locations.
• May require occasional work outside normal business hours to support executive meetings, events, or business needs.
• When visiting mining operations, the employee must comply with all applicable safety requirements and site-specific PPE requirements.

Performance Expectations

Success in this position will be measured by the individual's ability to:

• Provide proactive, reliable, and professional support to the Executive Team.
• Effectively coordinate competing priorities across multiple executive leaders.
• Maintain accurate calendars, records, reports, and action-item tracking.
• Demonstrate exceptional confidentiality and discretion.
• Deliver polished, accurate, and timely executive materials.
• Ensure effective follow-through on assignments and commitments.
• Build strong relationships throughout the organization.
• Anticipate the needs of executive leadership.
• Improve the efficiency and effectiveness of executive administrative processes.
• Consistently demonstrate the Warrior Way values of Safer, Accountability, Follow Through, Excellence, and Responsibility.