Executive Assistant

International Flavors and Fragrances; Union Beach (NJ); Hybrid; USD 62,000 - 88,000; Full time

Benefits offered by this job

Medical, dental, vision

401k

Vacation and holidays

16 weeks paid parental leave

Annual bonus plan

Job summary

International Flavors and Fragrances in Union Beach, NJ, is seeking a highly organized executive assistant to support the CIO in a hybrid role. You will manage the CIO’s calendar, coordinate travel, prepare briefings, and handle confidential information with discretion.

This role requires 5+ years supporting C-suite in a global organization, outstanding communication, and MS Office proficiency. You will partner with stakeholders, drive leadership initiatives, and protect sensitive data while

Qualifications

• 5+ years of experience supporting C-suite executives in a global, matrixed organization.
• Bachelor's degree or equivalent combination of education and relevant experience.
• Exceptional organizational skills with the ability to manage multiple competing priorities in a fast-paced environment.
• Strong written and verbal communication skills with the confidence to interact effectively at all levels of the organization.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage sensitive matters professionally.
• Proven ability to work independently, anticipate needs, and proactively solve problems.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams).
• Fluency in English and ability to collaborate across cultures, geographies, and functions.

Responsibilities

• Manage a complex executive calendar, proactively prioritizing meetings and resolving scheduling conflicts.
• Coordinate domestic and international travel arrangements including itineraries and documentation.
• Prepare meeting agendas, presentations, briefing materials, and reports for leadership meetings.
• Capture, track, and follow up on actions and decisions from leadership meetings.
• Coordinate executive communications, including town halls, leadership updates, newsletters, and announcements.
• Build relationships with internal and external stakeholders as the primary CIO office contact.
• Process expense reports and support administrative activities.
• Support special projects, leadership events, and organizational initiatives.
• Handle confidential information with discretion and sound judgment.

Skills

Executive support

C-suite experience

Organization

Communication

Discretion/confidentiality

Independent problem solving

MS Office proficiency

English fluency

Education

Bachelor's degree

Tools

SAP

Concur

Workday

Job description

Job Summary

Are you a highly organized and proactive professional who thrives in a fast-paced executive environment and enjoys enabling senior leaders to perform at their best?

IFF is a global leader in flavors, fragrances, food ingredients and health & biosciences. We deliver sustainable innovations that elevate everyday products.

Digital Technology Solutions: Accelerating innovation through data, technology and digital transformation, building intelligent solutions that enhance experiences and power smarter decisions.

The role is based in Union Beach, New Jersey (hybrid role). Be part of a collaborative, dynamic, high-performing team where together we can achieve greatness and make a real impact. Your potential is our inspiration.

Where You'll Make a Difference

• Manage a complex executive calendar, proactively prioritizing meetings, resolving scheduling conflicts, and optimizing the CIO's time.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and travel documentation.
• Prepare meeting agendas, presentations, briefing materials, and reports for leadership meetings and executive engagements.
• Capture, track, and follow up on key actions and decisions from leadership meetings and strategic initiatives.
• Coordinate executive communications, including town halls, leadership updates, newsletters, and organizational announcements.
• Build strong relationships with internal and external stakeholders while serving as a primary point of contact for the CIO's office.
• Process expense reports and ensure timely completion of administrative activities.
• Support special projects, leadership events, off-sites, and business initiatives as required.
• Handle highly confidential information with discretion, professionalism, and sound judgment.

What Makes You the Right Fit

• 5+ years of experience supporting C-suite executives or senior leadership teams in a global, matrixed organization.
• Bachelor's degree or an equivalent combination of education and relevant experience.
• Exceptional organizational skills with the ability to manage multiple competing priorities in a fast-paced environment.
• Strong written and verbal communication skills with the confidence to interact effectively at all levels of the organization.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage sensitive matters professionally.
• Proven ability to work independently, anticipate needs, and proactively solve problems.
• Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, Word, and Teams.
• Strong attention to detail and commitment to delivering high-quality work under tight deadlines.
• Fluency in English and the ability to collaborate effectively across cultures, geographies, and functions.

How Would You Stand Out?

• Previous experience supporting a CIO, CEO, CFO, or other senior executive in a large multinational organization.
• Experience with SAP, Concur, Workday, or similar enterprise platforms.
• Project management experience and exposure to executive-level technology, transformation, or digital initiatives.

Why Choose Us?

• Our benefit package includes medical, dental, vision, 401k, vacation, holidays, 16 weeks paid parental leave (maternity and paternity) and an annual bonus plan.
• Join a global organization committed to innovation, sustainability, and digital transformation.
• Collaborate with talented professionals across multiple geographies and functions.
• Gain exposure to senior leadership and strategic business initiatives.
• Work in an inclusive culture that values diverse perspectives and continuous learning.
• Build a rewarding career with opportunities for professional growth and development.

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more

Salary Ranges: 61,558.00-87,940.00USD