Site Admin Assistant

2 months ago

Winter Haven, Florida, United States IFF Family of Companies Full time

Requisition ID : 499406

Job Description

Site Administrative Assistant

Global Citrus Innovation Team

IFF Nourish

Location: IFF Citrus Innovation Center, Lakeland, Florida

Do you want to become part of our global citrus team.

It is an exciting time to be part of one of the world's best fragrance and flavor companies

We are looking for a Site Administrative Assistant at our new Citrus Innovation Center in Lakeland, Florida.

Your Focus

The global Citrus innovation team is seeking a highly motivated individual to work with leadership and personnel located at Citrus Innovation Center in Lakeland, Florida. Relocation is not available for this role.

This role will support a cross-functional team spanning a variety of functions including leadership, scientists, laboratory personnel, customer-facing specialists, building maintenance and more. The ideal candidate is task oriented, organized, has a high attention to detail, can prioritize task lists, and has good time management skills to complete actions on time. Additionally, this person must be able to communicate and work with a diverse group of people and personalities. This position demands excellent organizational skills and a strong commitment to safety. The successful candidate should be adaptive & self-motivated, with a passion for people, and thrive in a team environment. Please note that this position is office-based and primarily in-person with an emphasis on work/life balance, with some remote work by exception.

How you will contribute

For this role key responsibilities include but are not limited to:

  • General team assistance
    • Calendar management for team and leaders and site-level meetings
    • Meeting support – prepare agendas, set-up and manage meeting platforms, i.e.
    • File share management via Microsoft Teams and sharepoint
    • Documents actions by completing forms, reports, logs, and records.
  • Keyboard documents and record confidential or sensitive information.
  • Event coordination, both social and non-social (such as large group work meetings) on site and virtually
  • Provide general support to site visitors, including facilitating meetings & conference room infrastructure, catering & reservations.
  • Vendor management – Liaise with vendors for procurement and service, i.e.
  • Purchase order requisition management and interfacing with accounts payable.
  • Office supply management such as maintaining stock of paper, consumables, etc.
  • Laboratory supply management in collaboration with the technical team
  • Coordinating with site services and site management for upkeep, operation, and maintenance of facilities
  • Provide site support by answering questions & requests, directing to HR/leadership/etc as appropriate.
  • Active supplies inventory – checking, anticipating, expediting orders, verifying receipt.
  • Safety Action Committee Gatekeeper – capturing meeting minutes, action items, and ensuring proper follow through.
  • IT Support Coordination – assist basic troubleshooting and coordinate with IT for technical needs, employee onboarding etc.
  • Handle sensitive information in a confidential & professional manner.
  • Working in Microsoft Office Applications including Word, PowerPoint, Excel and Outlook
  • Communicate clearly in English both verbally and written.
  • Attend work regularly and reliably.
  • Perform other duties as assigned.

Job Requirements

Job requirements & Qualifications:

  • High-school or college degree
  • 3-5 years of administrative assistance experience
  • Computer skills including proficiencycy with Microsoft Office tools.
  • Ability to work in person 40hrs/week.
  • Customer Service and dealing with a wide variety of people at all levels.
  • Ability to work and communicate with a diverse team.
  • Analyse and develop office guidelines, procedures, systems.
  • Organize and assist the work of others.
  • Exercise tact, independent judgment and discretion while handling sensitive or confidential information.
  • Articulate English-language verbal and written communication capabilities
  • US Citizen or legally able to work in US.


We are a global leader in taste, scent and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit to learn more.

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