Executive Assistant To The President & Cco

About Us:

Freshstone Brands is a premier manufacturer of high quality prepared foods products that services the retail, foodservice, and co-manufacturing channels. Our products include branded and private label entrees, salads, sides, appetizers, hand-held foods, and other prepared foods.

Summary:

The Executive Assistant to the President & CCO is a full-time position responsible for ensuring the efficiency and effectiveness of the President & CCO’s office, this position provides executive support in a one-on-one working relationship. Serves as the primary point of contact for the executive team on all matters pertaining to the President & CCO.

Essential Roles and Responsibilities include:

Executive Support

• Provides a bridge for smooth communication between the President & CCO and internal departments, demonstrating leadership to maintain credibility, trust and support within the Company
• Strategically prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Strategically manages the presidents schedule to ensure the utmost in efficiency and effectiveness; serves as ‘gatekeeper’ and ‘gateway’ role
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President & CCO, including those of a sensitive and confidential nature. Determines appropriate course of action, referral, or response
• Communicates directly, and on behalf of the President & CCO, with board members, partners, executive team, customers, suppliers, others
• Works closely and effectively with the President & CCO to keep him well informed of upcoming commitments and responsibilities, with appropriate follow up. Acts as a ‘barometer,’ having a sense for the issues taking place and keeping the President & CCO updated.
• Completes a broad variety of administrative tasks for the President & CCO including managing an extremely fluid calendar of appointments; maintaining daily event files, completing expense reports, composing, and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

Board Support

• Assists with preparation of board materials
• Maintains discretion and confidentiality in relationships with all board members
• Attends all board meetings and social activities and serves as scribe/aide for meeting minutes

Executive/President’s Liaison

• Assists in coordinating the agenda for the Executive team and President & CCO meetings and off-site retreats and records meeting notes
• Schedules meetings between executive team and individual one-on-one meetings with the President

Project/Task Management

• Coordinate people and processes to ensure that projects are delivered on time and produce the desired results.
• Advise President & CCO of any concerns or issues in advance of assigned deadlines
• Communicate regularly with internal and external partners to ensure all required information is gathered to complete daily projects/tasks
• Coordinate regularly on assigned projects with project teams.
• Partner with co-workers, start as required on special and/or daily tasks to ensure deadlines and timelines are met to the standards set by the Company
• Draft and send communications upon request.
• The go-to person for everything involving delegated project’s organization and timeline.

Office Management:

• Completes administrative tasks, including correspondence daily folders and background research on all incoming visitors
• Responds to and makes telephone calls for the President & CCO and ensures phone coverage is provided during normal business hours
• Schedules and organizes meetings and reservations by handling all preparation and follow up pertaining to presidential catering, parking, profile request and meeting confirmations
• Primary point of contact for all visitors on all matters pertaining to the President & CCO
• Manages the President & CCO’s Office budget – manages payments, prepares credit card statements, office supplies, invoices etc.

Non-Essential Duties:

• Other duties and special project may be assigned to meet the President’s business needs.

Experience, Knowledge and Skills Required:

• Excellent verbal and written communication skills.
• Flexibility to regularly work evenings and weekends as needed.
• Strong customer service orientation and commitment to the Freshstone vision.
• Proven ability to work independently and as part of a team.
• Strong interpersonal skills with the ability to deal effectively with all levels within the company.
• Expertise in Microsoft Office suite, particularly in Outlook, Excel, Word and PowerPoint.
• Must possess a strong work ethic and a good sense of humor.
• Proven ability in taking initiative and works well under pressure.
• Excellent attention to detail and follow-through with the ability to plan, organize and control large and small projects through to completion
• Must have proven ability to maintain or exercise considerable tact, judgement and diplomacy while always maintaining exemplary poise and a professional image.
• Maintain the utmost discretion and integrity, especially pertaining to confidential matters.
• Bachelor’s degree preferred and a minimum of 3 years of relevant experience
• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple completing tasks and demands and constantly changing priorities.
• Ability to use discretion when dealing with sensitive, confidential materials.

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