Executive Assistant

Executive Assistant

The Executive Administrative Assistant serves as a strategic partner to the Chief Supply Chain Officer (CSCO) and Supply Chain Leadership Team (SCLT) in advancing Marzetti's Supply Chain priorities. This position provides high-level administrative and project coordination support, ensuring alignment, efficiency, and proactive communication across key meetings, events, and deliverables. The successful candidate will bring strong organizational and communication skills, exceptional attention to detail, and the ability to manage complex calendars, presentations, and stakeholder communications in a fast-paced environment. This role goes beyond coordination and scheduling it functions as a strategic partner in advancing Marzetti's Supply Chain priorities through proactive planning, communication excellence, and seamless leadership support. If you are passionate about supporting business leaders and their teams, we would love to hear from you. This is an exciting time to join an organization whose mission is to "nourish growth in all we do" at the Better Food Company.

Key Responsibilities: Executive & Administrative Support

• Manage the CSCO's calendar, appointments, and schedules, proactively anticipating needs and resolving conflicts in partnership with all functional partners.
• Act as the primary liaison for the CSCO and SCLT with internal partners (HR, Finance, Operations, Communications) and external stakeholders, ensuring seamless coordination and professional representation of the Supply Chain function.
• Handle incoming and outgoing communications, ensuring timely follow-up and prioritization of key messages.
• Coordinate travel, accommodations, and itineraries for the CSCO and SCLT when necessary.
• Maintain and organize electronic files, correspondence, and documentation on Teams, SharePoint and other platforms.
• Prepare and reconcile expense reports for leaders, manage and process any designated SC POs, monitor cost-tracking for meetings/events to ensure cost control and billing accuracy.
• Exercise the utmost discretion when handling sensitive or confidential information.

Meeting & Event Coordination

• Weekly Supply Chain Leadership Team (SCLT) Staff Meetings:
  • Own end-to-end meeting management, including creation and distribution of agendas, scheduling, and coordination of presenters or topics.
  • Capture key discussion points and action items, track progress, and ensure follow-up with owners ahead of subsequent meetings.
  • Maintain a consistent, structured agenda format that aligns with Supply Chain priorities and recurring business updates.
  • Partner closely with the CSCO to identify and prioritize discussion topics, ensuring meetings are focused, productive, and outcome driven.
• Supply Chain Town Halls (Quarterly):
  • Coordinate with the Corporate Communications team to align timing with MLT Town Halls.
  • Schedule Supply Chain Town Halls with the appropriate attendees and ensure timing is post MLT Town Halls.
  • Create and maintain Teams folders and deck templates; follow up with SCLT members for content updates.
  • Collaborate with the CSCO and Communications Leader to refine messaging and ensure clear, consistent communication.
• Supply Chain Extended Staff Meetings:
  • Confirm dates, finalize attendee lists, and coordinate logistics in partnership with the CSCO and SCLT.
  • Develop the agenda, distribute invitations and pre-work materials
  • Manage all on-site support including meals, meeting arrangements, session supplies, etc.
• Supply Chain Leadership Team Off-Sites:
  • Schedule and coordinate logistics (meeting invites, room setup, meals, A/V support).
  • Support agenda and materials preparation to enable productive discussions.
  • Track and manage all follow items partnering with appropriate action owners.

Presentation & Communication Support

• Create, edit, and format PowerPoint decks, correspondence, and reports with exceptional attention to detail and visual quality.
• Support coordination activities with the CSCO and SCLT to develop high-quality content for Board and leadership reviews, including ensuring accuracy, consistency, and timely delivery.
• Prepare "shell" decks for recurring meetings and track content submissions and updates.
• Serve as point of coordination for any and all key meetings, maintaining timelines, folders, and version control on Teams.

Calendar and Milestone Management

• Maintain a master calendar of key Supply Chain milestones and share updates with the SCLT during staff meetings (e.g., Town Halls, Board dates, MBRs, off-sites, TOR reviews).
• Monitor deadlines and ensure pre-meetings, reviews, and deliverables are proactively scheduled.

Cross-Functional and Special Projects

• Partner with internal stakeholders (HR, Finance, Communications, and Operations) to ensure smooth execution of cross-functional Supply Chain initiatives.
• Support special projects or ad hoc requests to enhance Supply Chain team efficiency and communication.
• Coordinate onboarding and offboarding processes for SCLT members, ensuring each transition is seamless, well-communicated, and aligned with Marzetti's culture. Partner with HR, IT, and Communications to set up systems access, introductions, and key meetings for new leaders.

Qualifications:

• Associate's degree in Business Administration or related field required; Bachelor's degree preferred.
• 8+ years of experience supporting senior management and/or executive leaders in a fast-paced corporate environment.
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Word, Outlook); strong Teams and SharePoint capability preferred.
• Proven experience developing and editing professional presentations and reports.
• Outstanding organizational skills, attention to detail, and ability to manage multiple priorities under tight deadlines.
• Exceptional professionalism, interpersonal, and written/verbal communication skills.
• High level of discretion and ability to handle sensitive information with integrity.
• Demonstrated initiative, problem-solving skills, and ability to anticipate executive needs.
• Flexibility to support occasional executive priorities beyond standard business hours; including occasional travel.

Success Profile

• Focus Client: Anticipates competing priorities and safeguards the CSCO's time, ensuring focus on strategic decisions, critical relationships, and high-impact business initiatives.
• Strategic Organizer: Anticipates upcoming needs with members of SCLT, proactively manages calendars, and prepares materials that drive business readiness.
• Collaborative Communicator: Partners seamlessly across leadership teams to ensure alignment and follow-through.
• Trusted Gatekeeper: Exercise sound judgement and maintain strict confidentiality of sensitive leadership, board and operational information; serve as a trusted advisor to the CSCO on administrative and operational priorities.
• Presentation Pro: Delivers crisp, accurate, and visually polished materials that reflect Marzetti's professional standards.