Administrative Assistant

2 weeks ago

Chicago, United States Hostess Brands, LLC Full time
Join the Hostess Brands Team and help us inspire moments of JOY for our customers, consumers, stakeholders, and each other

Job Description

Company Overview:

At The J.M. Smucker Co., it is our privilege to make food people and pets love by offering a diverse portfolio of brands available across North America. We are proud to lead in the Coffee, Consumer Foods, Sweet Baked Snacks, Dog Snacks and Cat Food categories by offering brands consumers trust for themselves and their families each day including Hostess Brands®, Folgers®, Dunkin'®, Café Bustelo®, Jif®, Smucker's® Uncrustables®, Smucker's®, Milk-Bone® and Meow Mix®.

Position Overview:

The Administrative Assistant is responsible for managing the J.M. Smucker Chicago Office, providing administrative support to 3-4 Company Leaders across Marketing, Insights and ICX teams, as well as leading key marketing coordinator duties for the ICX team(s).

The range of day-to-day administrative duties will include: calendar, email, expense, and travel management. General Chicago office management will include key responsibilities of: establishing and maintaining efficient office management processes, managing office & kitchen supplies, processing mail, deliveries and shipments, providing office event/meeting support and act as liaison with building operations management. Lastly, the Administrative Assistant will collaborate with Marketing teams to perform key Marketing Coordinator duties such as: project management, licensing, creative legal communication & coordination, and budget/invoicing management.

This position will have access to confidential and sensitive information, correspondence and reports and thus will need to maintain a high degree of confidentiality and trustworthiness.

This role will be based in Chicago, IL. with travel to Orrville, OH as needed and will report into the Sr. Director of Pet & SBS ICX. This role will reflect the company's flexible work policy (3 days in office per week; days onsite are flexible).

Key Responsibilities:
  • Set, manage and maintain Chicago office processes and organization.
    • Liaise with building operations management and share key communication across office team members.
    • Maintain physical space, ensuring a safe, clean, and high functioning environment.
    • Maintain conference room scheduling, equipment needs, and organization.
    • Manage and maintain office supplies inventory.
    • Receive, manage, and submit work orders for building maintenance; ensures problems are resolved quickly.
    • Monitor and process incoming and outgoing mail and deliveries.
    • Support the recruiting and onboarding of new hires and contractors: set tech, establish credentials and access points, coordinate welcome events, coordinate office introductions, and conduct travel arrangements for out-of-town candidates.
    • Lead the planning and scheduling of office-wide meetings, special events, or general team planning.
    • Organize catering and refreshments as needed.
    • Prepare and assemble agendas, materials, and tech for company/team meetings in Chicago including PowerPoint slides, handouts, and other necessary materials.
  • Support key leaders across Marketing & ICX with day-to-day activities.
    • Manage and maintain calendar and/or email management.
    • Lead expense management, reports and submissions.
    • Set travel arrangements.
    • Maintain critical documents, records, and electronic files as needed.
  • Lead Marketing Coordinator duties across SBS Marketing and SBS & Pet ICX
    • Finance: Invoice coding, processing, and actualization across SBS marketing & ICX; prepare and participate in monthly reforecasting.
    • Licensing: review and gain necessary approvals on deal memos; participate in creative reviews, lead legal submissions, develop licensing calendar overviews and set product tastingsand feedback meetings
    • Creator/Creative: lead legal submissions and feedback circulation, gather product samples, lead shipment process to necessary parties
Qualifications
  • 2 - 3 years' experience in a Receptionist, Administrative Assistant or Customer Service role.
  • High school diploma or equivalent required. Associates or Bachelor's degree preferred.
  • Demonstrated competency in Microsoft Office, including Outlook, PowerPoint, Excel & Word.
  • Travel & Expense Management Experience
  • Ability to always maintain confidentiality, manage sensitive matters and maintain professional composure and friendly approach in stressful or unplanned situations.
  • Exceptionally punctual and reliable, with the ability to occasionally work overtime as business needs dictate.

Hostess Brands, LLC is an equal opportunity/affirmative action employer. We consider candidates regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or veteran status, and encourage minorities, females, veterans, and individuals with disabilities to apply. Upon request, Hostess Brands, LLC will provide reasonable accommodations for qualified applicant.

About Us: Hostess Brands is a leading sweet snacks company that makes, markets, and distributes our delicious treats throughout North America.
Our approximately 2,600 employees put their hearts in everything they do, inspiring moments of joy by baking new and classic snacks including Hostess® Donettes®, Twinkies®, CupCakes, Ding Dongs® and Zingers®, as well as a variety of Voortman® cookies and wafers.PandoLogic. Category: , Keywords: Administrative Assistant

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