Executive Assistant, NA

Gordon Food Service is hiring an Executive Assistant. Handles a wide variety of complex situations involving key administrative functions of the office for one or more North American Senior executives of Gordon Food Service. Manages executive's calendar, meetings, key engagements, travel, correspondence, and budget. Conducts analysis, develops and prepares presentations and reports. Uses considerable judgment, initiative, and discretion to determine the approach or action to take in non-routine situations. Relieves the executive of functions that often cannot be brought to the attention of the executive.

Responsibilities:

• Manages deliverables to the executive, anticipates needs, initiates actions and and provides any necessary reporting and information

• Runs /creates budget reporting for the executives' areas of responsibility, provides analysis and follow-up on variances, may manage budget for specific functions or events.

• Leads or participates on project teams related to a range of operational matters; oversees miscellaneous assigned projects having full scope ownership.

• Prepares responses to inquiries on behalf of executive; drafts original and routine correspondence for executive's signature

• Conducts research, data mining and analysis.

• Manages executive's daily calendar and scheduling

• Coordinates business travel (flights, ground transportation, lodging, conference registration, etc.) and travel expense compilation and submission

• Coordinates conference calls, video calls, mobile networking and other technology

• Provides phone support, email and contact management

• Creates and edits presentations, documents and reports as required

• Prepares for, schedules, and supports staff meetings, departmental meetings, Executive Team Meetings; may take notes and follows up on action items related to such meetings

• Plans and coordinates special events and the customer onsite experience, including catering, reservations, tours, meeting preparation, guest network passwords, conferencing, etc.

• May negotiate pricing and contracts for events, meetings, catering, etc.

• Develops relationships with key operational contacts, both internal and external

• Ensures utmost confidentiality at all times.

• Produces work that is high quality, timely and representative of the office.

• Takes initiative to provide additional support for projects, works closely with other Sr. Executive Assistants as a team player.

• Performs other duties as assigned.

Knowledge / Skills / Abilities:

Competencies

• Prerequisites

• Attributes of ethical behaviors, high personal standards, and sound work ethic all employers should expect of employees. (Principles and values; conscientiousness)

• Action Orientation

• Initiating action with a drive to achieve and to be successful in whatever they attempt. High energy with a desire to stay busy and engaged. (Achievement orientation, initiating action, energy, self confidence)

• Communication

• Interacting with others through verbal and nonverbal means to present information in an engaging and understandable manner. The use of listening and other attending behaviors to gain a shared understanding of the topic at hand. (Clarity of Communication; listening and attending; non-verbal communication)

• Flexibility

• Adapting to changing demands and circumstances without difficulty. Maintaining composure and effectiveness under demanding circumstances. (Adapting to Change; Resilience)

• Interpersonal Effectiveness

• Interacting well with others to achieve goals with minimal conflict and confrontation. (Personal Warmth; Personal Authenticity; Social Skills)

• Self Management

• Using personal management skills to effectively complete tasks necessary to the success of the organization in an orderly manner. Organizing details and bringing order to complex and competing demands. (Time management; meeting management; organization and attention to detail)

• Technical Expertise

• Synthesizing knowledge of the field and presenting it in an appropriate manner. Handling collection, analysis, and presentation of organizational data that enhances decision making. (Applying Technical Expertise; Analytical Thinking)

Knowledge / Skills / Abilities

• Vocational

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, letter formats and other office procedures and terminology. Ability to obtain knowledge of GFS policies and procedures and department specific information.

• Mathematical - basic mathematical skills and the ability to order and analyze information

• Reasoning

• Develops solutions to a variety of problems of moderate scope and complexity, referring to policies and practices for guidance.

• Communication - ability to listen actively, speak to convey information effectively, and communicate effectively in writing as appropriate for the needs for the audience. Knowledge of the English language including the meaning and spelling of words, rules of composition and grammar. Reading comprehension skill.

• Human Relations

• Knowledge of principles and processes for providing professional customer and personal service; service orientation skill; social perceptiveness skill

• Self Management - time management, coordination skills, ability to recognize problems, use discretion and make sound judgements; ability to cope with stressful situations while maintaining a calm and professional demeanor;

• Adaptable, with ability to absorb information and quickly overcome challenges

• Technical aptitude with ability to implement best practices, including video conferencing, mobile technology, cloud and document sharing, data mining, internet research and more.

• Flexible, fluid, poised and able to prioritize, organize, multitask and execute with flawless attention to detail and deliver quality end results.

• Comfortable with a high degree of change on a variety of levels

Experience:

• Associates Degree Required

• Typical experience required for this job is an Associates degree in business plus

Seven or more years experience in the capacity of an administrative or executive assistant. Experience supporting an executive at the C-Suite level is highly preferred

Location:

• 1300 Gezon Pkwy, Wyoming MI 49509

• Hybrid Schedule 4 days in office 1 days remote

• Monday to Friday

• 8 am to 5 pm

Adherence to Hybrid Work Policy:

Adherence to the company's hybrid work policy is an essential function of the Executive Assistant position. The policy is subject to change, and employees will be required to adhere to those changes as a condition of their continued employment.

Gordon Food Service is hiring an Executive Assistant. Handles a wide variety of complex situations involving key administrative functions of the office for one or more North American Senior executives of Gordon Food Service. Manages executive's calendar, meetings, key engagements, travel, correspondence, and budget. Conducts analysis, develops and prepares presentations and reports. Uses considerable judgment, initiative, and discretion to determine the approach or action to take in non-routine situations. Relieves the executive of functions that often cannot be brought to the attention of the executive.

Responsibilities:

• Manages deliverables to the executive, anticipates needs, initiates actions and and provides any necessary reporting and information

• Runs /creates budget reporting for the executives' areas of responsibility, provides analysis and follow-up on variances, may manage budget for specific functions or events.

• Leads or participates on project teams related to a range of operational matters; oversees miscellaneous assigned projects having full scope ownership.

• Prepares responses to inquiries on behalf of executive; drafts original and routine correspondence for executive's signature

• Conducts research, data mining and analysis.

• Manages executive's daily calendar and scheduling

• Coordinates business travel (flights, ground transportation, lodging, conference registration, etc.) and travel expense compilation and submission

• Coordinates conference calls, video calls, mobile networking and other technology

• Provides phone support, email and contact management

• Creates and edits presentations, documents and reports as required

• Prepares for, schedules, and supports staff meetings, departmental meetings, Executive Team Meetings; may take notes and follows up on action items related to such meetings

• Plans and coordinates special events and the customer onsite experience, including catering, reservations, tours, meeting preparation, guest network passwords, conferencing, etc.

• May negotiate pricing and contracts for events, meetings, catering, etc.

• Develops relationships with key operational contacts, both internal and external

• Ensures utmost confidentiality at all times.

• Produces work that is high quality, timely and representative of the office.

• Takes initiative to provide additional support for projects, works closely with other Sr. Executive Assistants as a team player.

• Performs other duties as assigned.

Knowledge / Skills / Abilities:

Competencies

• Prerequisites

• Attributes of ethical behaviors, high personal standards, and sound work ethic all employers should expect of employees. (Principles and values; conscientiousness)

• Action Orientation

• Initiating action with a drive to achieve and to be successful in whatever they attempt. High energy with a desire to stay busy and engaged. (Achievement orientation, initiating action, energy, self confidence)

• Communication

• Interacting with others through verbal and nonverbal means to present information in an engaging and understandable manner. The use of listening and other attending behaviors to gain a shared understanding of the topic at hand. (Clarity of Communication; listening and attending; non-verbal communication)

• Flexibility

• Adapting to changing demands and circumstances without difficulty. Maintaining composure and effectiveness under demanding circumstances. (Adapting to Change; Resilience)

• Interpersonal Effectiveness

• Interacting well with others to achieve goals with minimal conflict and confrontation. (Personal Warmth; Personal Authenticity; Social Skills)

• Self Management

• Using personal management skills to effectively complete tasks necessary to the success of the organization in an orderly manner. Organizing details and bringing order to complex and competing demands. (Time management; meeting management; organization and attention to detail)

• Technical Expertise

• Synthesizing knowledge of the field and presenting it in an appropriate manner. Handling collection, analysis, and presentation of organizational data that enhances decision making. (Applying Technical Expertise; Analytical Thinking)

Knowledge / Skills / Abilities

• Vocational

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, letter formats and other office procedures and terminology. Ability to obtain knowledge of GFS policies and procedures and department specific information.

• Mathematical - basic mathematical skills and the ability to order and analyze information

• Reasoning

• Develops solutions to a variety of problems of moderate scope and complexity, referring to policies and practices for guidance.

• Communication - ability to listen actively, speak to convey information effectively, and communicate effectively in writing as appropriate for the needs for the audience. Knowledge of the English language including the meaning and spelling of words, rules of composition and grammar. Reading comprehension skill.

• Human Relations

• Knowledge of principles and processes for providing professional customer and personal service; service orientation skill; social perceptiveness skill

• Self Management - time management, coordination skills, ability to recognize problems, use discretion and make sound judgements; ability to cope with stressful situations while maintaining a calm and professional demeanor;

• Adaptable, with ability to absorb information and quickly overcome challenges

• Technical aptitude with ability to implement best practices, including video conferencing, mobile technology, cloud and document sharing, data mining, internet research and more.

• Flexible, fluid, poised and able to prioritize, organize, multitask and execute with flawless attention to detail and deliver quality end results.

• Comfortable with a high degree of change on a variety of levels

Experience:

• Associates Degree Required

• Typical experience required for this job is an Associates degree in business plus

Seven or more years experience in the capacity of an administrative or executive assistant. Experience supporting an executive at the C-Suite level is highly preferred

Location:

• 1300 Gezon Pkwy, Wyoming MI 49509

• Hybrid Schedule 4 days in office 1 days remote

• Monday to Friday

• 8 am to 5 pm

Adherence to Hybrid Work Policy:

Adherence to the company's hybrid work policy is an essential function of the Executive Assistant position. The policy is subject to change, and employees will be required to adhere to those changes as a condition of their continued employment.