Administrative Assistant – Corp Comm, FIR

Role Overview

• Responsible for supporting Corporate Communications and Farmer Industry and Relations with a wide range of administrative and executive support related tasks
• Able to translate and anticipate requests as requirements into achievable goals and manage the process through which these objectives are met.

Requirements

• Monitor calendar and schedule calls, meetings, and flow of communication
• Plan and coordinate special projects for vice president as requested
• Maintain accountability and accept responsibility for daily activities reporting to vice president on status of all activities, requests, and open items
• Compose, draft, proof, edit, and finalize correspondence including meeting invitations, follow up e-mail and other documents
• Review incoming tasks and actions from the team to ensure prioritization and success of the vice president regarding deadlines
• Create and maintain accurate paper and electronic filing ensuring documents are sent to headquarters and securely destroyed according to company’s document retention policy
• Familiarity with company’s policies as outlined in the handbook and online, including but not limited to, travel, record retention and leave polices.
• Maintain an updated job description and desk procedures manual for your position
• Handle planning logistics for vice president and directors for trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with organization policy
• Monitor vice president and directors’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of attendees involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various company off-site meetings as requested in an upbeat and professional manner
• Facilitate the successful implementation of projects initiated by vice president and/or directors.
• Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including:
• Correspondence
• Travel arrangements
• Timelines
• Meetings, agenda times, participants’ confirmation
• Calendar coordination and cross-checking of facts
• Coordination with other Dairy MAX team members
• Spreadsheets and PowerPoint presentations
• Outlook contact database

Benefits

Not available for this position.