Executive Assistant

Job Description

Job Description

Description:

 

About the Role?  

The Executive Assistant provides administrative and operational support to designated members of the Leadership Team, helping ensure leaders are organized, prepared, and able to remain focused on strategic and business priorities. 

This position works closely with the Senior Executive Assistant to coordinate administrative support across the Leadership Team, manage shared executive activities, and provide backup support as needed. The Executive Assistant is responsible for day-to-day execution of calendars, meetings, travel, expenses, documents, follow-up activities, and other administrative priorities. 

The position also provides executional support for internal communications activities, including preparing and formatting materials, coordinating reviews and approvals, gathering information, and assisting with employee and leadership communications. 

What will you do??  

Executive & Administrative Support  

• Provide proactive administrative support to assigned executive and senior leadership team members.
• Manage calendars, scheduling priorities, meeting invitations, and conference room logistics.
• Coordinate travel arrangements, itineraries, and related logistics.
• Prepare and process expense reports and reimbursement documentation.
• Coordinate leadership and departmental meetings, including scheduling, agenda preparation, document distribution, meeting logistics, note-taking, and follow-up activities.
• Prepare correspondence, presentations, reports, and other materials as requested.
• Track action items, deadlines, and follow-up activities to support timely completion.
• Anticipate administrative needs and ensure assigned leaders are prepared for meetings, presentations, travel, and other business commitments.
• Maintain confidential and sensitive information with a high degree of professionalism and discretion.
• Provide administrative and project coordination support for special projects and organizational initiatives as assigned.

Executive Office Coordination  

• Provide backup administrative support for executives and Executive Office activities as needed.
• Assist with coordination of Leadership Team meetings, company events, executive travel, and other shared leadership activities.
• Help identify opportunities to improve administrative processes and create greater efficiency across the Executive Office.

Communications Support  

• Provide administrative and executional support for internal and leadership communications.
• Format presentations, employee updates, organizational announcements, newsletters, meeting materials, and other communications.
• Gather and organize information needed to develop communication materials.
• Coordinate reviews, edits, approvals, and distribution with leadership and cross-functional stakeholders.
• Assist with maintaining communication calendars, distribution lists, schedules, and other organizational tools.
• Support preparation and logistics for employee meetings, leadership meetings, and other organizational communications.
• Proofread materials for accuracy, consistency, grammar, and formatting.
• Work collaboratively with the Communications team to support communication projects and priorities.
• Ensure materials are professionally prepared and aligned with organizational standards.

Administrative Operations & Cross-Functional Support  

• Maintain organized electronic and physical files, records, documents, and other administrative materials.
• Build effective working relationships with leaders, employees, and stakeholders throughout the organization.
• Coordinate activities involving multiple departments and stakeholders.
• Assist with special projects requiring administrative coordination, research, scheduling, document preparation, or follow-up.
• Perform other duties and responsibilities as assigned. 

Requirements:

Requirements of Role:  

• 3+ years of administrative, executive support or related professional experience.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Experience coordinating meetings, schedules, travel, and administrative activities.
• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently, take initiative, and follow through on assignments.
• Ability to work collaboratively with leaders, team members, and stakeholders across the organization.
• Strong written and verbal communication skills. 
• Proficiency in Microsoft Office and collaboration tools. 

Preferred Experience:  

• Associate's or Bachelor's degree in Business Administration, Communications, Marketing, Public Relations, or a related field, or equivalent combination of education and professional experience.
• Experience supporting employee communications, internal communications, or organizational communications.
• Experience preparing and formatting executive-level presentations and written materials.
• Familiarity with communication platforms, content management systems, or digital communication tools.
• Experience providing administrative support to senior leaders or executives. 
• Experience in agriculture, manufacturing, or cooperative organizations. 
• Project coordination or management experience. 

Core Value expectations:  

• Thrive Together  
• Integrity in Action  
• Grow Forward  

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.??? 

While performing the duties of this Job, the employee is regularly required to talk or listen. The employee is frequently required to stand; use hands to finger, handle, or feel and reach with hands and arms when using equipment. The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.? The employee must frequently lift and/or move up to 50 pounds.? Specific vision abilities required by this job include close vision, peripheral vision, and depth perception.??? 

I have read and understand the job description and responsibilities outlined above. I acknowledge that I am capable of performing the essential functions of this role. I understand that this job description is not an exhaustive list of all duties, responsibilities, and requirements, and that it may be subject to change at the discretion of the company.?