Executive Business Administrator

4 weeks ago

Westlake Village, United States Dole Foods Full time

Overview

Dole Packaged Foods is a purpose led health and wellness organization that "champions a more equitable world." A world where everyone has the right to nutrition from the goodness of the earth and we reduce these gaps, one action at a time.

We are hiring an Executive Business Administrator who is responsible for providing direct support to the SVP & Managing Director for Dole Packaged Foods, LLC as well as provide some support to the Executive Leadership Team. Our ideal candidate will enjoy our innovative, fast paced and people-focused organization. This person will embrace the opportunities for growing their skills and abilities in pace with the company. The ideal candidate is someone with strong organizational skills and is effective in a highly dynamic environment, driving efficiency and bringing productivity to the next level. Additionally, the role will provide event and meeting coordination for local and visiting executives to drive a collaborative teamwork environment.

Due to the nature of this role, it is primarily on site, although some remote work may be scheduled based on the SVP & Managing Director's schedule, as well as work deliverables.

Responsibilities

* Act as gatekeeper, time-advocate, and liaison for the Managing Director
* Handle lively calendars and schedules; build efficiency and balance
* Quickly understand and flex with constantly evolving priorities of the Managing Director and the team
* Prioritize multiple requests for Executives' time, applying strong decision-making skills in handling priority of requests and finding resolution; makes recommendations with regard to their time management, prioritization, delegation and organization. Point person for team requests and problem-solving, helping to keep the team on track and organized.
* Total travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation. Coordinates meetings for Managing Director and local/visiting executives, including meeting room set-up, catering, and travel/lodging needs (itineraries) for visiting executives
* Partner to schedule and own the logistics of team meetings, team calendars, including room and technology set-up on the day of the meeting
* Gain familiarity with internal tools and systems used by teams
* Plan, coordinate, and facilitate various meeting agendas, functions, and events including offsites
* Assist with and format documents and presentation materials
* File expense reimbursements and track reimbursement status
* Maintains and tracks manager and teams project list and goals
* Contributes to Leadership Team meetings and offsites by assisting with the production of materials and pre-reads, taking notes, and tracking action items. Assist in keeping Executives updated to keep team on course
* Manage events within budget
* Prepares and manages cost center budget
* Maintain the confidentiality of highly sensitive material and information with tact and professionalism
* Other duties as assigned

Qualifications

Experience, Knowledge, & Skills You Bring:

* 7+ years of executive administration experience, preferably in a global company
* Intermediate to advanced computer skills (MS Office, SAP/Concur preferred)
* Proven ability to put together presentations using a variety of applications
* Strong communication and social skills
* Proven ability to work in a fast-paced environment
* Excellent calendar management skills
* Strong event planning and coordination skills and experience
* Utmost professionalism and discretion
* Project Management experience
* Self-starter that can take a task and run with it
* Expert at booking international and complex travel
* Acute attention to detail

What You'll Need to Succeed:

* Passionate about a purpose driven career
* Excellent written and verbal communication skills, professional demeanor
* High degree of adaptability and foresight
* Demonstrated excellent organization and planning skills
* Able to adapt to a fast-paced, constantly evolving environment; high degree of flexibility as priorities change
* Ability to prioritize and work independently; possess an ability to multi-task and prioritize in a dynamic environment
* Proactive thinking and anticipation of business needs and requirements
* Not just reactive, but proactive - thinking ahead of issues that might emerge and solving them before being asked
* Creative problem solver
* Can balance setting boundaries for leads with being compassionate to the needs of the team
* Outstanding interpersonal skills and the ability to navigate various professional dynamics
* A desire to learn, have fun and work hard
* A sincere willingness to help out
* An orientation towards team success
* Availability outside normal business hours

Education & Certification:

* High School degree required; Bachelor's degree strongly preferred

Physical Requirements:

* Ability to sit and use the computer for extended periods of time; ability to answer phones and use a variety of office equipment; ability to lift 15 pounds and reach overhead

Travel Requirements:

* Minimal travel expected

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

FOR JOBS BASED IN CALIFORNIA:

Hiring Pay Scale: $100,000 to $120,000

Dole Packaged Foods is committed to paying our Associates fairly and equitably. The pay rate offered will consider a wide range of factors, including but not limited to experience, education, accomplishments, and location. Pay scales are subject to review on a regular basis and will be updated as appropriate.

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