Executive Administrative Assistant (911-990)

Dole Foods Crum Lynne , PA 19022

Posted 7 months ago

GENERAL DESCRIPTION / PRIMARY PURPOSE

The position is responsible for various office and administrative duties, special projects, and interactions with all levels of management in the corporation.

MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION

  • Meeting preparation and organization for management meetings, lunches and dinners

  • Create communications, presentations, reports and other correspondence for management

  • Track office finances by preparing, submitting, and approving expense reports and invoices via Concur and BPMS

  • Manage and approve management and their direct reports timecards

  • Schedule calendar meetings and handle multiple calendars, agendas and responsibilities

  • Organize domestic and international travel arrangements for management and visiting guests

  • Produce information in a clear and precise manner by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics

  • Prepare spreadsheets, reports and power points for board meetings, budgets, and various other presentations

  • Organize and file documents

  • Plan and coordinate meeting spaces, prepare meeting materials and logistics for onsite/offsite meetings, lunches and events

  • Maintaining Conference Room appearance/needs

  • Receive, sort and prioritize incoming mail and prepare & coordinate outgoing mail and packages

  • Manage and direct incoming calls, call lists, and visitors; initiate calls

  • Manage and coordinate any server/phone/IT issues

  • Maintain all office needs including the ordering of supplies and marketing/promotional materials/giveaways

  • Arrange and Manage any and all office building needs or personnel request

  • Maintain keys to all leased or owned properties and coordinate key access as needed by personnel

  • Create purchase orders for the business in various systems

  • Perform general administrative duties and support other administrative staff

  • Provide back up for temporary absences and lunch coverage for several departments

  • Compile research data for ad hoc projects as assigned

  • Perform other duties and special projects as requested such as, but not limited to, managing the relocation and/or remodeling of the office

Required Skills

JOB SPECIFIC COMPETENCIES (Knowledge, Skill And Experience Requirements)

  • Minimum 5 years Executive Assistant experience in a large corporation with a minimum of 3 years in the financial area preferred

  • Advanced proficiency in PowerPoint, Word, and Excel

  • Understands the importance of discretion and diplomacy

  • Experience handling confidential information and documents

  • Ability to solve problems and work with minimal supervision

  • Able to work within tight deadlines, and be willing to do what it takes to get the job done

  • Strong organizational skills, attention to details and adept critical thinking skills

  • Excellent communication skills, written and verbal

  • Initiative to proactively identify projects and complete tasks

  • Ability to multitask, prioritize and meet deadlines

  • Open to supporting other departments with special projects as required

  • Flexible, diplomatic and works well in a team environment

  • Open to flexible work schedule, with peaks and valleys of workload, including overtime on short notice.

  • Language Requirements:
    English; Spanish knowledge helpful

ROLE COMPETENCIES

  • General Profile

Has developed expertise in a variety of work processes. Works autonomously with established procedures and practices. Understands importance of discretion and diplomacy. Ability to properly handle confidential and time sensitive information.

  • Problem Solving

Ability to proactively identify and evaluate problems with solutions; respond to issues and inquiries with strong sense of urgency and high level of professionalism

  • Leadership

No supervisory responsibilities; manages own work load and provides support to other administrative staff

  • Impact

Ability to manage multiple priorities in fast paced environment. Uses discretion to modify work practices and processes to achieve results and improve efficiency.

  • Interpersonal Skills/ Influence

Strong interpersonal skills, ability to work well in a team, and communicate effectively and professionally with senior management, associates, and outside vendors.

INTERNAL & EXTERNAL RELATIONS

  • Internal, associates, including senior management, across all domestic and international divisions

  • Outside vendors/customers

EDUCATION AND CERTIFICATION

  • College Degree required, Bachelor's degree in Finance or Business Administration preferred

PHYSICAL REQUIREMENTS

  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; talk or hear. The employee must occasionally lift (including overhead) and/or up to 15 lbs.

EEO STATEMENT: All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.


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Executive Administrative Assistant (911-990)

Dole Foods