Executive Administrative Assistant

Bimbo Bakeries Usa

Have you ever enjoyed Arnold®, Brownberry® or Oroweat® bread? A Thomas'® English muffin or bagel? Or perhaps snacked on a Sara Lee®, Entenmann's® or Marinela® cake or donut? If the answer is yes, then you know Bimbo Bakeries USA!

More than 20,000 associates in bakeries, sales centers, offices and on sales routes work to ensure our consumers have the freshest products at every meal. In addition to competitive pay and benefits, we provide a safe and inclusive work environment that appreciates diversity, promotes development and allows our associates to be their authentic selves.

Come join the largest baking company in the world and our family of 20,000 associates nationwide!

Top Reasons to Work at Bimbo Bakeries USA:

Salary Range: $64,700 - $84,100 Comprehensive Benefits Package Annual Bonus Eligibility 401k & Company Match

Position Summary:

The Executive Administrative Assistant is based at our Corporate Office in Irving, TX. This position provides executive administrative support to senior leaders in the organization. The job duties include, but are not limited to: calendar management, scheduling and planning of events and meetings, travel arrangements, fielding and responding to general questions from the organization, and expense reporting.

Key Job Responsibilities:

• Book conference rooms for the entire Marketing, Customer Planning, and Research & Development departments.
• Schedule meetings and conference calls for internal and external sources.
• Manage the calendars and phone calls for Executive Leaders.
• Coordinate travel arrangements for leaders and new associates when needed. This includes booking flights, hotels, and arranging car service when needed.
• Prepare, maintain, and distribute documents; maintain confidential files and data; update the department contact list.
• Arrange lunch meetings by placing the order, setting up the lunch and room and cleaning up.
• Manage team expense reporting; itemize the expenses, scan and attach receipts to report and supply missing receipt affidavit, if needed.
• Help with the onboarding of new associates; order laptop, phone and any other special hardware, schedule orientation meetings, order corporate credit card, and order business cards.
• Arrange external meetings; shop around for venues, handle catering requests, A/V and room requirements, lodging requests, etc.
• Assist new vendors and consultants in getting proper documentation to be set up in our system.
• Order office supplies.
• Send out UPS packages as needed.

Education and Work History:

• High school diploma is required, but a BS or AS degree is preferred.
• A combination of education, training and experience that results in demonstrated competency to perform the work may be substituted.
• Minimum 6+ years of administrative experience including support to 3 or more individuals at a given time is essential.
• Excellent communication and interpersonal skills.
• Ability to interact with individuals at all levels within the organization
• Ability to organize and plan meetings at all levels and all aspects
• Professional demeanor and ability to maintain confidentiality
• Ability to work independently and with minimum direction
• Must be able to multi-task and prioritize needs of multiple individuals to ensure needs of all team members supported are met in a timely fashion
• Must be proficient in Microsoft Office programs: Word, Excel and PowerPoint

The physical and mental demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be requested to enable individuals with disabilities to perform the essential functions. Bimbo Bakeries USA is an equal opportunity employer with a policy that provides equal employment opportunity for applicants and employees regardless of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, marital status, veteran status, any other classification protected by law. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.