Job Description

Executive Administrative Assistant

Responsibilities:

Administrative and Calendar Management

Manage the CEO's calendar, appointments, and travel with attention to production schedules, plant operations, and family commitments Coordinate and confirm internal and external meetings, plant visits, and vendor appointments Maintain discretion while handling confidential business matters Draft and edit correspondence, memos, and emails on behalf of the CEO

Operational and Office Support

Track and manage invoices, expense reports, and credit card reconciliations Maintain Executive KPI and Objectives trackers/scorecards, working across the leadership team and organization to obtain necessary information Maintain organized filing systems (digital and physical) for contracts, records, and confidential documents

Internal Coordination

Liaise with department heads (production, logistics, quality assurance, HR, accounting) to relay the CEO's priorities and follow up on pending items Help ensure communication flows smoothly between the office, production facility, and leadership team Coordinate company-wide notices, memos, and communications on behalf of the CEO Attend Executive Leadership meetings, take comprehensive notes, and follow up on outstanding to-do items or decisions requiring action

External and Vendor Relations

Assist the CEO by serving as a supporting point of contact for suppliers, distributors, co-packers, and service providers, helping coordinate communication and follow-up as directed Maintain an updated contact list for vendors, customers, and key partners

Travel, Event, and Meeting Logistics

Arrange travel itineraries, accommodations, and meal plans for the CEO and accompanying staff or family members Plan logistics for trade shows, customer meetings, and company events

Candidate Requirements

2-4+ years of administrative experience, preferably in food manufacturing, consumer packaged goods (Consumer Product Goods), or a related industry Experience directly supporting C-level executives Key attributes include planning, coordination, time management, establishing priorities, and excellent communication skills High level of confidentiality, reliability, and integrity. Must be discreet and maintain confidentiality Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

Position Requirements

Excellent written and verbal communication skills with the ability to take accurate notes and manage follow-up actions Strong interpersonal and relationship-building skills across all levels of the organization Ability to manage multiple priorities with flexibility and professionalism Self -starter with the keen ability to make quick and effective decisions while working independently * Demonstrates professionalism, discretion, and reliability in all aspects of the role