Executive Assisant

Ferrero; Parsippany-Troy Hills (NJ); Hybrid; USD 74,000 - 99,000; Full time

Benefits offered by this job

Health Insurance

Retirement Plans

Paid Time Off

Comprehensive Benefits Package

Job summary

A leading global confectionery company is seeking an Executive Assistant to support the North America Industrial Manager in Parsippany, New Jersey. Responsibilities include managing complex schedules, coordinating meetings, and preparing presentations. Candidates should possess excellent organizational skills, experience with MS Office, and confidentiality is crucial. A Bachelor's degree is preferred. This position offers a hybrid work schedule and competitive salary range of $74,000 - $99,000 annually.

Qualifications

• Three to five years’ prior experience supporting a senior executive.
• Fluent in English; Italian is a plus.
• Ability to manage sensitive and confidential information.

Responsibilities

• Act as liaison between the NA Industrial Manager and all departments/staff.
• Schedule a complex calendar and manage requests.
• Assist with the development of presentations for internal and external audiences.

Skills

Organizational Skills

Multitasking

Problem Solving

Communication Skills

Confidentiality

Education

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

SAP

Concur

Job description

About the Role

We have a current opening for an Executive Assistant and are actively reviewing applications. We are currently seeking an Executive Assistant to support our North America Industrial Manager. In this role you will handle day‑to‑day duties that can include juggling tasks or meeting conflicts, e‑mail and calendaring, event management, as well as leading the execution of ad‑hoc projects while maintaining a high level of confidentiality.

Hybrid Work Schedule

3 days in Office

Artificial Intelligence Disclosure

As part of our recruitment process, Ferrero may use artificial intelligence (AI) enabled tools to assist with reviewing candidate applications. These tools are used solely to support recruiters by summarizing application information and identifying potential alignment with job requirements. AI does not independently screen out or select candidates, and it does not replace human judgment. Final decisions regarding candidate progression are always made by Ferrero recruiters and hiring managers.

Main Responsibilities

• Act as liaison between the North America Industrial Manager, the NA Leadership Team and all departments/staff within the organization, as well as key external stakeholders. This includes quickly and effectively receiving and screening the CBO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Schedule a complex and dynamic calendar, supervising the response to requests for the CBO’s time which can be complicated, time sensitive, and highly confidential. Exhibit professionalism at all times. Exercise discretion in committing time and evaluating needs.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Assist the NA Industrial Manager in the development of presentations for internal and external audiences.
• Keep the NA Industrial Manager advised of time-sensitive and priority issues, ensuring appropriate follow-up; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Understand and use all web / audio conferencing resources across multiple locations; address any issues effectively.
• Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration with NA Leadership team and key departments.
• Proactively and independently organize and expedite workflow and initiate follow-up to ensure schedules and deadlines are met.
• Schedule and coordinate complex domestic, international and multi-destination travel including flights, hotels and cars based on leadership preference; create detailed itineraries and adjust in real-time as necessary.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the NA Industrial Manager’s signature.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Provide administrative support and coordination for key external or trade meetings – including onsite support, speaking arrangements, and event coordination.
• Extensive preparation and tracking of all expense reports and reimbursements, manage purchasing; understand and align with all policies, guidelines, and procedures for expense processing.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, townhall coordination, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

About You

• Bachelor’s degree preferred
• Three to five years’ prior experience in supporting a senior executive (C‑suite) or team
• Act as liaison between the North America Industrial Manager, the NA Leadership Team and all departments/staff within the organization, as well as key external stakeholders. This includes quickly and effectively receiving and screening the CBO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Schedule a complex and dynamic calendar, supervising the response to requests for the CBO’s time which can be complicated, time sensitive, and highly confidential. Exhibit professionalism at all times. Exercise discretion in committing time and evaluating needs.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Assist the NA Industrial Manager in the development of presentations for internal and external audiences.
• Keep the NA Industrial Manager advised of time-sensitive and priority issues, ensuring appropriate follow-up; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Understand and use all web / audio conferencing resources across multiple locations; address any issues effectively.
• Proactively and independently organize and expedite workflow and initiate follow-up to ensure schedules and deadlines are met.
• Schedule and coordinate complex domestic, international and multi-destination travel including flights, hotels and cars based on leadership preference; create detailed itineraries and adjust in real-time as necessary.
• Sort and triage mail; maintain e‑mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the NA Industrial Manager’s signature.
• Provide administrative support and coordination for key external or trade meetings – including onsite support, speaking arrangements, and event coordination.
• Extensive preparation and tracking of all expense reports and reimbursements, manage purchasing; understand and align with all policies, guidelines, and procedures for expense processing.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, townhall coordination, and agenda material.
• Organizational Agility – Must be comfortable with extensive European / Italian interaction including in‑person, written and over the phone communication
• Organization Skills – Superb organizational skills / attention to detail and possess strong time management skills
• Multitasking – Ability to multi‑task and prioritize in a demanding, fast‑paced environment that requires the ability to work under pressure with time constraints
• Problem Solving Skills – Must possess strong problem‑solving skills – must be proactive, resourceful, and flexible
• Communication Skills – Excellent oral and written communication skills, including patience, professionalism, poise and maturity with an ability to respond with diplomacy and professionalism across all levels of the organization.
• Technology – Proficient in PC / Mac environment, particularly with MS Office applications including Microsoft Excel, Word, PowerPoint, and Outlook. Experience with SAP and Concur is preferred.
• Confidentiality – Ability to manage sensitive and confidential information with considerable judgment and thoughtfulness
• Fluent in English, Italian is a plus

Our Benefits & Perks

Careers with caring built in – discover our benefits here.

The base salary range for this position is $74,000 - $99,000 annually. Actual compensation will be determined based on experience, qualifications, and other job‑related factors permitted by law. This range represents the anticipated salary for this position at this time.

In addition to base salary, we offer a comprehensive benefits package, including health insurance, retirement plans, paid time off, and other benefits.

About Ferrero

Ferrero began its journey in the small town of Alba in Piedmont, Italy, in 1946. Today, it is one of the world’s largest sweet‑packaged food companies, with many iconic brands sold in countries all over the world. Find out more about Ferrero at ferrero.com.

DE&I at Ferrero

Ferrero is committed to building a diverse and inclusive culture in which all employees feel welcomed and appreciated and have the same opportunities. We believe all our people are equally talented in their own way. In nurturing the curiosity and natural abilities of our employees, we provide them, generation after generation, the means to succeed personally and professionally, enabling them to craft their journey at Ferrero. The diversity of our talents is what makes our work environment multicultural, innovative, and highly rewarding.

Find out more here.