Synergy Flavors, INC.

  • Executive Assistant

    Job Locations US-IL-Wauconda
    Posted Date 2 weeks ago(4/2/2018 8:48 PM)
    ID
    2018-1310
    # of Openings
    1
    Category
    Executive
  • Overview

    The Executive Assistant supports the President and CEO and selected Synergy North American leadership team members. In this position the person will provide high level support to the office of the President/CEO. The CEO will rely on the Executive Assistant to help manage communication with company personnel and the leadership team that reports directly to him by being his intermediary and liaison. The Executive Assistant will have exceptional organizational, detail-oriented, management, communication, and emotional intelligence skills while having a positive and professional demeanor.

    Responsibilities

    • Plays a significant role in managing and planning the executive’s time by making appointments, travel arrangements, and meeting arrangements that may require coordination between departments and/or outside parties. Frequently uses own judgement in managing schedules and ensuring time is used efficiently.
    • Assembles and analyzes information to prepare a variety of documents including agendas, correspondence, memoranda, reports, and presentations. Prepares materials from very rough drafts into final materials.
    • Organizes large meetings/events including coordinating agendas, planning logistics, meeting equipment needs, and more.
    • Answers telephones, handles inquiries and/or transfers calls to the appropriate party. Answers mail and inquiries on own initiative, follows up with other departments to ensure requests are carried out.
    • Manages routine administrative processes for the department which may include: ordering supplies, processing travel expenses, processing payments, and researching charges to department budget.
    • Contacts or responds to contact from executive level individuals who may be from large domestic or international companies that involve situations where each contact must be handled differently, using judgment and discretion.
    • Manage records retention program
    • Interface with Synergy UK and parent company, Carbery.
    • In President's absence, ensures that requests for action or information are relayed to the appropriate staff members.  As needed, interprets requests and helps implement action, decides whether President should be notified of emergency matters.
    • Off-site meeting planning: site selection, rate negotiation, pre-meeting correspondence, attendee transportation, accommodations, recreation, food and beverage.
    • Assist in coordination with employee events; summer picnic, holiday party, other large events.
    • May be asked to assist with other responsibilities as directed by CEO

    Qualifications

    • Bachelor’s Degree in Business, Communications or other related degree
    • 5+ years of experience as an Administrative Assistant to an executive at a $100M+ company
    • Demonstrated success in managing multiple projects simultaneously
    • Excellent interpersonal skills with ability to communicate across all levels of organization
    • Proficiency in organizing events, business analysis and project management
    • Team player who works well in an open office environment
    • Demonstrated ability to exercise strong judgment skills and a high level of professionalism
    • Advanced knowledge of Microsoft Office (PowerPoint, Excel, Word, Outlook)
    • Professionalism and discretion with confidential information
    • Keen attention to detail, ability to exercise initiative and work independently
    • Adaptable to the changing requirements and the influx of various requests from Executive Team members and external organizations
    • Task oriented and drive completion of tasks within narrow time lines

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