Executive Assistant (Contract)

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Location: Palo Alto, California

Department: Administration

Reports To: President & CEO

Greenfield is looking for an Executive Assistant to join our team on a 5-7-month contract, with the possibility of extension.

Position Overview:

The Executive Assistant is responsible for providing high-level administrative support to the CEO, ensuring smooth and efficient management of their day-to-day activities. This role is ideal for a proactive, organized individual with outstanding interpersonal skills, discretion, and attention to detail, who thrives supporting dynamic executives in a collaborative, fast-paced environment.

Who We Are:

Greenfield Global is a leading producer and supplier of high-value, mission-critical raw materials, ingredients, and additives that are vital to businesses and integral to a lower carbon economy. From start-ups to the largest brands in the world, customers trust Greenfield's extensive portfolio of premium products, regulatory expertise, and industry-leading service to improve people's lives and the health of the planet.

Why Join Greenfield?

We innovate, collaborate, and work with purpose. By unlocking the potential of people, partnerships, and nature to accelerate sustainable solutions for the health of the planet, our work has a positive impact on the environment around the world. We're always looking for people who can bring new talents and experience to our team.

Who You Are:

• A proactive, highly organized individual with a passion for supporting senior leadership
• Able to manage multiple priorities efficiently in fast-paced environments
• Skilled at building strong, trusted relationships with executives, colleagues, and external partners
• Discreet and professional, handling confidential information with care
• Strong communicator with excellent interpersonal skills
• Detail-oriented with a knack for anticipating needs and taking initiative
• Calm under pressure, able to think ahead and adapt to changing circumstances
• Committed to continuous improvement, always seeking ways to streamline processes and add value.

Your Experience Should Include:

• Proven experience as an Executive Assistant or in a similar senior-level administrative role
• Exceptional organizational, prioritization, and multitasking capabilities
• Strong interpersonal skills to build trusted, positive relationships with executives
• Excellent written and verbal communication abilities
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficient in Microsoft Office Suite and AI tools like Copilot and ChatGPT
• Experience drafting, editing, and formatting presentations and business documents
• Exercises strong judgement and learns quickly to anticipate needs
• Experience supporting executives in large or complex organizations
• Proven track record of handling confidential and sensitive information professionally
• Strong attention to detail and a commitment to delivering high-quality work
• Experience in managing office supplies, maintenance, and vendor relationships.

Bonus Points If You Have Any of These:

• Experience with healthcare benefits administration and managing healthcare-related documentation
• Familiarity with ERP systems or expense management platforms (e.g., Dayforce, Concur, PowerBI)
• Previous event planning experience (for groups of 50+ attendees)
• Familiarity with managing frequent flyer programs and premium travel statuses (e.g., Air Canada 100K, TSA Pre-check, Nexus)
• Proficiency in using project management tools like Viva Goals or similar platforms.

Job Responsibilities:

Calendar Management

• Schedule recurring and ad hoc meetings and calls with executives, both internally and externally
• Adjust meetings and travel based on changing priorities and time-sensitive needs
• Build strong relationships with executives, becoming the go-to contact for scheduling, travel coordination, and administrative support
• Manage the CEO's calendar by planning and adjusting for upcoming travel or events, blocking focused project time, and adding proactive reminders for actions like employee recognition and engagement.

Inbox Management

• Manage and prioritize the CEO's inbox, filtering out irrelevant messages, and organizing emails for expense reporting, health benefits, and other administrative needs
• Propose alternative meeting times and accept invitations based on availability
• Approve Dayforce day-off requests from direct reports (which come in by email).

Travel Management

• Arrange flights, hotels, rental cars, and transportation logistics for CEO and CFO, including maintaining familiarity with executive lounges, TSA Pre-check, and airline premium statuses (e.g., Air Canada 100K)
• Regularly monitor flight schedules, delays, and seat assignments, ensuring optimal productivity during executive travel
• Assist with personal travel arrangements as requested, maintaining confidentiality and discretion
• Coordinate airport transportation and ground logistics
• Schedule dining reservations and organize catering and team-building activities
• Creatively suggest and arrange customer and employee experiences (sports, theater, events)
• Manage frequent flyer programs, maximizing travel points and premium travel status (e.g., Air Canada 100K, TSA Pre-check, Nexus).

Expense Management

• Submit expenses and reconcile credit cards promptly and accurately, and follow up on any missing receipts and documentation.

Project Assistance

• Draft, edit, and finalize PowerPoint presentations, including the configuration of slides, charts, and graphs
• Collaborate with Senior Management Team members to gather presentation materials and information
• Proofread and format documents, maintaining a high-quality standard
• Digitally sign approved documents on behalf of the CEO
• Manage OKR status updates through Viva Goals
• Prepare and manage materials and agendas for Monthly Management Meetings
• Manage shipping and receiving via FedEx, UPS, USPS, etc.

Office Management (Palo Alto Office)

• Oversee vendors for office supplies, maintenance, plant services, and refreshments
• Ensure the office environment remains well-organized and efficient.

Healthcare Benefits Administration

• Manage and track healthcare benefits submissions and reimbursements for the CEO and family
• Liaise with healthcare providers for required documentation
• Submit rejected reimbursements through supplemental benefit programs like ArmadaCare
• Coordinate healthcare-related appointments based on CEO's availability.

Event Planning & Coordination

• Plan and coordinate multiple annual large-scale offsite events (50+ attendees)
• Manage venue selection, agenda planning, travel arrangements, catering, and onsite logistics
• Negotiate and manage vendor contracts, ensuring cost-effective and successful event execution
• Execute global customer appreciation events in coordination with internal and external partners
• Monitor budgets and conduct post-event evaluations for continuous improvement.

Other Key Responsibilities

• Manage travel documentation renewals (TSA PreCheck, Global Entry)
• Arrange gifts or cards for birthdays, anniversaries, or milestones
• Ship and receive packages as needed using FedEx, UPS, USPS, etc.

Total Compensation & Care:

• Base salary dependent on experience and demonstrated performance
• Formal and informal training opportunities
• Vacation time exceeding industry standards
• Meaningful and challenging work
• Curated intentional culture focused on growth and development, engagement, and
• communication

About Us

We own and operate five distilleries, four specialty chemical manufacturing and packaging plants, and three next-generation biofuel and renewable energy R&D centers. This integrated model enhances supply chain transparency, quality control, custom formulation development, and ultimately customer satisfaction.

Core Values

• Honesty
• Integrity
• Respect
• Commitment
• Openness to Change
• Core Principles

Innovation

We are constantly seizing opportunities to develop new products, processes and methods to meet the diverse and demanding requirements of our customers.

Collaboration

We are part catalyst, part collaborator. We work with partners to get the most out of our existing products, and to develop custom solutions for our customer requirements.

Responsibility

Our commitment to give back to local communities in the US and Canada goes beyond the bottom line. We give back to the planet by processing renewable resources into low carbon fuels and chemicals.

Agility

Our team is not only fast, we has the flexibility and creativity to pivot with customer needs to develop custom-made, on-time solutions.

Discipline

At every plant, and for every customer, for every shipment, we put quality first. We operate a tight, transparent supply chain while meeting the highest regulatory standards.

Greenfield Global USA, Inc. is an equal opportunity employer that is committed to providing a workplace free from harassment and discrimination. All qualified applicants for employment will be considered without regard to race, color, religion, sex, sexual orientation, marital or domestic partner status, gender identity or expression, pregnancy, age, national origin, ancestry, disability status, genetic information, veteran status, or any other legally protected characteristic.

Job Type: Contract

Pay: From $60,000.00 per year

Ability to Commute:

• Palo Alto, CA 94301 (Required)

Work Location: In person