Executive Assistant

Executive Assistant

Are you an organized, proactive, and highly discreet professional who thrives in a fast-paced environment? We're seeking a talented Executive Assistant to provide comprehensive, high-level support to our Senior Leader(s). In this pivotal role, you'll be instrumental in ensuring seamless operations, managing critical information, and contributing directly to the success of our leadership team.

This position is onsite at our Plant City, FL distribution center - 1410 Gordon Food Service Dr., Plant City, FL

Position Summary

As an Executive Assistant, you'll be the backbone of support for our senior leadership, handling a diverse range of administrative and project-oriented tasks. You'll expertly manage complex calendars, coordinate meetings and travel, and prepare compelling presentations and reports. This role requires a deep understanding of organizational operations, policies, and personnel, along with the ability to handle confidential and sensitive information with the utmost discretion. You'll leverage your independent judgment to prioritize, plan, and schedule work, often taking the lead on special projects that contribute to our strategic goals.

What You'll Do: Key Responsibilities

• Executive Calendar Management: Proactively manage and prioritize dynamic calendars for department managers, making informed judgments to ensure an efficient schedule and initiating necessary communications.
• Meeting & Event Orchestration: Skillfully coordinate all aspects of meetings, conference calls, and events, including scheduling, material preparation (agendas, presentations), equipment setup, and providing professional hospitality.
• Seamless Travel Coordination: Arrange comprehensive business travel logistics, including flights, ground transportation, lodging, and conference registrations, along with meticulous compilation and submission of travel expenses.
• Communication Hub: Serve as the primary point of contact, efficiently screening and directing calls, managing messages, monitoring emails, and responding to inquiries with professionalism and accuracy.
• Financial Administration: Prepare detailed expense reports, process invoices, and actively monitor budget allocations to ensure financial accuracy.
• Professional Correspondence: Draft and compose high-quality correspondence, memos, presentations, organizational charts, and other confidential materials with precision and polish.
• Research & Analysis: Conduct thorough research, perform data mining and analysis, and potentially negotiate contracts or perform statistical analysis to support key initiatives.
• Departmental Initiatives: Plan and coordinate successful departmental events and meetings, fostering a positive and productive environment.
• Guest Relations: Extend a warm and respectful welcome to all visitors, ensuring a positive first impression.
• Confidentiality & Record Management: Maintain impeccable records and information, ensuring strict confidentiality and data integrity at all times.
• Collaborative Partnership: Build and nurture effective working relationships across the organization, fostering a spirit of teamwork and cooperation.
• Project & Task Support: Provide essential support for various projects and tasks as needed, demonstrating flexibility and a proactive approach.

What You'll Bring: Skills & Qualifications

• Administrative Expertise: Strong knowledge of administrative and clerical procedures, including advanced proficiency in word processing, file management, form design, and office technology.
• Analytical Thinking: Ability to analyze information, exercise initiative, and apply independent judgment to daily tasks and decision-making.
• Problem-Solving: While working within established guidelines, demonstrate a limited problem-solving responsibility, referring to policies and practices for guidance.
• Mathematical Acumen: Foundational mathematical skills for ordering and analyzing information.
• Exceptional Communication: Outstanding active listening skills, clear and effective verbal communication, and superior written communication, with a strong grasp of grammar, composition, and reading comprehension.
• Interpersonal Savvy: Demonstrated knowledge of customer service principles, a strong service orientation, and the ability to build and maintain positive relationships with diverse individuals.
• Self-Management: Highly self-directed, with excellent time management and coordination skills. Possess the ability to recognize problems, exercise discretion, make sound judgments, and maintain a calm and professional demeanor in stressful situations.

Be Part Of An Amazing Culture Where What Matters To You, Matters To Us!

Gordon Food Service values our customers and understands that their success is largely dependent upon their workforce. To demonstrate our commitment to our partnership, we will require any candidate who works for a Gordon Food Service customer to provide a letter of support from their management if they are selected for the interview process.

Equal Employment Opportunity is a matter of policy at Gordon Food Service, Inc. and we are committed to a work environment in which all individuals are treated with respect and dignity.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or status as a qualified individual with disability. If you require reasonable accommodation for any part of the application or hiring process due to a disability, please submit your request to View email address on click.appcast.io and use the words "Accommodation Request" in your subject line.

All Gordon Food Service locations are tobacco-free.

Gordon Food Service is a drug-free workplace and conducts pre-employment drug tests.