The Executive Administrative Assistant position is responsible for providing administrative support to the site Facility Manager including travel coordination, expense reports, calendar meetings, etc. and supervision of the site Administrative Assistants. Must be professional with the ability to interact well within all levels of the organization.
40% Support site Facility Manager with calendar, communications, travel, meeting coordination, etc.:
Coordinate, arrange and prepare for visits/tours, conference calls and meetings, including invites, agendas, presentations, rooms, food and beverage orders.
Review, prioritize and determine actions for incoming correspondence, mail and calls.
Create and/or proofread correspondence to distribute internally and externally.
Arrange for audio visual meeting support for Webcasts. Ability to troubleshoot and train others while maximizing technology capabilities.
Independently research and assist in resolving confidential requests and deal with time sensitive matters.
Provide business and/or functional expertise to enable the organization to operate effectively.
Coordinate and ensure accurate logistics for travel and complete expense reports.
30% Provide leadership, supervision and coaching support for site Administrative Assistants. Provides guidance to administrative duties for the business/functional processes. Activities include:
Direct supervision of Blair CSSTNA Administrative assistants
Perform performance reviews and improvement plans
Review/delegate/manage assignments to optimize workloads
Oversee and provide event request processes and procedures to complex administrative requests from others
20% Support/Assist Blair Team Leaders, committees and community:
Support and/or delegate with reports, projects, meetings, agendas, clerical support, presentations, tours, travel arrangements, communications, etc.
Lead the Blair Events Steering Team, organize recognition events, holiday parties, etc.
Lead the Blair Contributions Team and Enrichment campaigns
Represent Cargill in the community
5% Building management includes writing workorders for upkeep, maintenance and signage as needed. Working with the shift leader and maintenance contactor on issues. Supervise building remodeling when needed.
5% Perform miscellaneous job-related duties as required.
"Relocation assistance will not be provided for this position."
"This position is posted internally as well as externally."
High School Diploma/GED
Minimum 3 years of administrative experience in a fast-paced environment.
Able and willing to work extended hours as needed.
Microsoft Office Suite experience with proficiency in Outlook, Word, Excel and PowerPoint.
Demostrated leadership experience
Demostrated experience working with employees at all levels of the organization, including senior leaders, external customers and guests.
Ability to work independently.
Ability to work in a team environment with a positive attitude.
Demonstrated strong problem-solving and analytical skills with ability to execute.
Excellent communication and presentation skills both verbal and written within all levels of the organization
High degree of professionalism.
Ability to adapt and learn in a changing work environment.
Ability to prioritize and manage multiple priorities.
Strong attention to detail.
Ability to handle confidential information.
Minimum 5 year's administrative experience in a fast-paced environment.
High level of self-motivation and decision-making ability.
Ability to network and collaborate well with others to drive results.
Accurate and proficient typing and data entry skills.
Self-starter who works independently with minimal supervision.
Team player and willingness to help others.
Minimum 2 years of supervising people.