Executive Assistant

Albanese Confectionery Group, Inc; Merrillville (IN); On-site; USD 65,000 - 90,000; Full time

Job summary

Albanese Confectionery Group, Inc. is seeking an Executive Assistant to the Copresident to provide high-level administrative support for personal and professional needs.

You will liaise with internal and external stakeholders and manage scheduling, communications, travel, and confidential information with discretion. The role requires exceptional organization, the ability to maintain composure in a fast-paced environment, and experience supporting C-level executives, with flexibility to travel

Qualifications

• Experience as an Executive Assistant or similar role supporting C-level executives.
• Strong organization and time management with ability to juggle priorities.
• Excellent written and verbal communication; professional interaction at all levels.
• Discretion with sensitive information and ability to adapt to changing priorities.
• Willingness to travel with the Copresident as needed.

Responsibilities

• Calendar management for the Copresident—personal and professional scheduling.
• Manage all communications including emails, calls, and correspondence.
• Coordinate complex travel itineraries and visa arrangements as needed.
• Attend meetings, take minutes, and follow up on action items.
• Maintain confidential information and organize files and records.
• Build relationships with stakeholders and support strategic initiatives.
• Gatekeep requests and prioritize matters requiring the Copresident’s attention.
• Coordinate company events and assist with expense processing and reimbursements.
• Provide general support and run personal and professional errands.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Gatekeeping

Relationship management

Project support

Office software

Confidentiality

Education

Manufacturing admin experience

Administrative experience

Tools

Microsoft Office

CRM/ERP experience

Job description

UNDERSTANDING

As the Executive Assistant to the Copresident, you will play a pivotal role in providing high-level administrative support for both personal and professional needs ensuring the smooth and efficient functioning of the Copresident’s office. You will be a key liaison between the Copresident and internal/external stakeholders, management communications, scheduling, and handling sensitive and confidential information. Your exceptional organizational skills, attention to detail, and ability to maintain composure under pressure will be essential in this dynamic and fast-paced environment.

Brief Description

As the Executive Assistant to the Copresident, you will play a pivotal role in providing high-level administrative support for both personal and professional needs ensuring the smooth and efficient functioning of the Copresident’s office. You will be a key liaison between the Copresident and internal/external stakeholders, management communications, scheduling, and handling sensitive and confidential information. Your exceptional organizational skills, attention to detail, and ability to maintain composure under pressure will be essential in this dynamic and fast-paced environment.

UNDERSTANDING

As the Executive Assistant to the Copresident, you will play a pivotal role in providing high-level administrative support for both personal and professional needs ensuring the smooth and efficient functioning of the Copresident’s office. You will be a key liaison between the Copresident and internal/external stakeholders, management communications, scheduling, and handling sensitive and confidential information. Your exceptional organizational skills, attention to detail, and ability to maintain composure under pressure will be essential in this dynamic and fast-paced environment.

CORE VALUES

Our 5 Core Values are more than just words, they're a way of life. We know that companies with a strong culture & a higher purpose perform better in the long run.

• Own It
• Hustle and Refuse to Settle
• Love People
• Act for the Greater Good
• Find a way

WORKING RELATIONSHIP

• Reports directly to the Copresident and works with all levels of the organization.

Responsibilities

• Calendar Management: Maintain the Copresident’s personal and professional schedule, coordinate appointments, meetings, and conference calls. Prioritize and schedule events effectively, ensuring the Copresident’s time is optimized.
• Communication Management: Manage all incoming and outgoing communications for the Copresident, including emails, phone calls, and written correspondence. Respond to or redirect inquiries as appropriate.
• Travel Coordination: Arrange and coordinate complex travel itineraries, including flights, accommodations, ground transportation, and any necessary visa arrangements. Ensure travel plans align with the Copresident’s schedule and preferences.
• Meeting Support: Make arrangements for meetings including lunch and room set up. Attend meetings with the Copresident, take minutes, and follow up on action items to ensure completion.
• Confidentiality: Maintain the utmost confidentiality regarding sensitive information, business strategies, and personal matters related to the CEO.
• Information Management: Organize and maintain files, records, and documents related to the Copresident’s office, ensuring easy retrieval and secure storage. This includes personal and professional documents.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including team members, customers, vendors, and other executives.
• Project Assistance: Assist the Copresident with various projects, conducting research, preparing reports, and supporting the execution of strategic initiatives.
• Gatekeeping: Screen incoming requests and prioritize matters that require the Copresident’s attention, ensuring efficient time management.
• Event Coordination: Plan and coordinate company events, meetings, and off-site retreats as required.
• Expense Management: Handle the Copresidents expenses, track receipts, and process reimbursements efficiently. Review all credit card transactions monthly. Review invoices as needed for accuracy and turn into accounting on time.
• General Support: Set calendar reminders for personal and professional milestones and purchase gifts for team members, family, and friends. Run local personal and professional errands.
• Other duties as assigned.

Requirements

• Proven Experience. Previous experience as an Executive Assistant or in a similar administrative role, preferably supporting C-level executives preferred.
• Organizational Skills. Exceptional organizational and time management skills, with the ability to juggle multiple tasks and priorities effectively.
• Communication skills. Communicate in a clear, concise, and professional manner; Excellent written and verbal communication skills, capable of interacting confidently with individuals at all levels.
• Discretion. Demonstrated ability to handle sensitive and confidential information with the utmost discretion.
• Flexibility. Willingness to adapt to changing priorities and work outside regular business hours when necessary. Although travel will be limited, must have the ability to travel with the Copresidents as needed
• Initiative. Proactive and self-motivated, able to take initiative and complete tasks with minimal supervision and to a high standard.
• Collaboration. A team player with the ability to collaborate effectively with colleagues and stakeholders.
• Problem Solving. Strong problem-solving skills, with the ability to anticipate needs and proactively address potential challenges. Strategic thinker.
• Tech-Savvy. Proficient in Microsoft Office and familiarity with communication tools and digital platforms.

EDUCATION

• Minimum of one to three years of working in manufacturing administration preferred.
• Minimum of two years administrative/office experience preferred.