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Executive Assistant

Location: Baldwinsville
Posted on: May 27, 2023

Job Description:

Giovanni Foods is seeking an experienced, organized, and adaptable individual for the Executive Assistant position.
The Executive Assistant will complete a broad variety of administrative tasks for the CEO and Executive Leadership Team (ELT) including but not limited to: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings. This person will also recommend changes in office practices or procedures, provide administrative support for senior management as needed, deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.
Duties and Responsibilities

  • Plans, coordinates and ensures the CEO's schedule is followed and respected.
  • Provide high-level administrative support to CEO and ELT to include initiation and management of calendar; email; correspondence; PowerPoint presentations; Excel reports; proof-reading; telephone calls; travel coordination; expense reconciliation; meeting materials; and note-taking to ensure business initiatives are moving forward.
  • Shadows CEO in critical meetings, taking notes, tracking, and following up on action items, ensuring the organization is staying focused on top priorities.
  • Manages and organizes complex and demanding calendars by actively responding to meeting requests. Proactively resolves and prioritizes scheduling conflicts.
  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings.
  • Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs.
  • Handles confidential and non-routine information and explains policies when necessary.
  • Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the CEO which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
  • Acts as a contact with IT services vendor, monitoring performance, and coordinating internal IT needs with vendor if an issue is escalated.
  • Manage computer inventory and initiating purchases per end of life requirements.
  • Fills in as Director of First Impressions as needed.
  • Perform other duties as needed or requested by management. Requirements
    Education Requirements
    High School Diploma
    Previous Experience Requirement3 - 5 years administrative assistant experience required. Previous executive assistance experience preferred.
    Knowledge and Skills Needed to Perform Effectively in this Position
    • High level of ability to exercise independent judgement, initiative, discretion, and diplomacy in handling highly sensitive matters and maintaining strict confidentiality.
    • Excellent organizational skills are required.
    • The ability to interact with external contacts and other employees in a professional and courteous manner.
    • Excellent verbal, written, and communication skills required.
    • Mathematical aptitude sufficient enough to perform the duties of the position.
    • Demonstrated experience scheduling, organizing and managing events.
    • A high degree of computer literacy, including Microsoft Office (including Word, Excel) and video conferencing. Physical Dimensions
      Job-related physical abilities an individual needs to possess in order to perform the job in a satisfactory manner. 0 - 24 %25 - 49 %50 - 74 %75 - 100 %n Seeing: Must be able to read documents and use office and other equipment. Xn Hearing: Must be able to hear well enough to communicate with internal and external contacts. X n Standing/Walking/Mobility/Lifting: Must be mobile and be able to travel/navigate throughout the facility. Must be able to lift 20 pounds without assistance.
      n Climbing/Stooping/Kneeling: Must be able to climb, stoop, or kneel to perform routine tasks within the scope of job.
      n Fingering/Grasping/Feeling: Must be able to write, type, and use office equipment. Xn Environmental Conditions: Must be able to work in environments that may include, but are not restricted to, cold, heat, draft, fumes or various combinations of same.

Keywords: GIOVANNI FOODS, Syracuse , Executive Assistant, Other , Baldwinsville, New York

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