Executive Coordinator

7 days ago

Dublin, Ohio, United States Quality Supply Chain Coop, Inc. Full time

QSCC is looking for an Executive Coordinator As the EC, you will be at the heart of our operations, enabling and supporting many workstreams and happenings across the business. This role spans administrative duties across the leadership team and the company. You will help manage executive calendars as well as arrange appointments, travel, meetings, conference calls, etc. In addition to scheduling, meeting & event coordination may entail agenda development, presentation drafting, organizing catering, etc. While your first priority will be to support the CEO, you will also support other executives with scheduling, individual and team travel, and expense reports. In this role, you will often be called upon to interpret and communicate executives' intent to other employees, as well as manage confidential and non-routine information as may be necessary to carry out these duties.

Beyond some of the more traditional aspects of executive administration, you will have the opportunity to coordinate and collaborate with the broader organization through ongoing and special/nonrecurring projects and assignments, including employee events, external partner engagements, engagements with Wendy's partners, and coordination with QSCC's Board of Directors. This is a highly visible and synergistic role, entailing interaction among any other groups, including supplier & distributor partners, Wendy's partners, and the QSCC Board of Directors. Our ideal team member will enjoy the diversity of task this role offers and be able to effectively manage sometimes-competing priorities.

Key Responsibilities Include:

Support for the President & CEO

  • Manage calendar. Arrange recurring and ad hoc meetings, appointments, travel, etc. Receive and triage requests for time with the CEO.
  • Act as a liaison with other departments and outside agencies, including Wendy's Executive Administrators & coordinators.
  • Support internal, interdepartmental meetings, such as senior leadership team meetings. May include facilitation of scheduling, location setup, collaboration with IT for technical needs, and catering.
  • Review and process expense reports for the President & CEO to insure timely and accurate reimbursement
  • Responds to regularly occurring requests for information
  • Facilitate introduction process in high-profile meetings by providing necessary background information on all parties (Executive Career Bios, etc.)
  • Exhibit discretion. Handle confidential and non-routine information as may be necessary to carry out these duties.
  • From time to time, prepare presentations or other materials
  • Act as project manager for special projects at the request of the President
Leadership team support
  • Scheduling meetings, such as cross-functional or other large meetings
  • Calendar/schedule support for EVPs. For other leadership team members as requested and able to accommodate.
  • Reviewing and processing expense reports to ensure timely and accurate reimbursement
  • Other various administrative duties and projects as needed
Organization-wide support. Works independently and within a team on ongoing and special/nonrecurring projects and assignments.
  • Organize and prioritize large volumes of information, requests, emails, and calls. Acts as "first line of defense" for centralized or system phone lines and email inboxes.
  • Sort and distribute mail and packages for the organization
  • Negotiate office supplies for the entire staff in accordance with company purchasing policies and budgetary restrictions
  • Manage relationship with Wendy's Corporate Services as it relates to maintenance of facilities
  • Enhance the employee experience by maintaining and supplying kitchen areas
  • Assist HR function with employee programs, events and activities when needed
  • Review and maintain various contact lists, such as the Board of Directors
  • Support QSCC Events as needed or requested by Operations team, such as Board of Directors dinners and receptions
  • In partnership with HR and CEO, manage portion of budget.
Additional responsibilities:
  • May also support the Chairman of the Board of Directors and other Board Members with travel and scheduling as needed. Review and facilitate processing of expense reports related to QSCC events.
  • Manage career. Identify and take advantage of opportunities to develop capability and skills. Identify and create opportunities for professional development. Leverage development to the benefit of the individual, Wendy's, QSCC's membership, and other associates.
  • Other duties as assigned
Ideally, we are looking for someone with:
  • 5+ years of experience in executive support and administrative roles. Experience working with executives, CEO, and/or Board of Directors strongly preferred.
  • Associate's or Bachelor's Degree in Business Administration or similar field (or equivalent combination of education and experience).
  • Understanding of the foodservice and franchise environment.
And these qualifications are a must:
  • Experience handling information and situations of sensitive, complex, and confidential nature. Able to exercise discretion in communicating on a "need to know" basis and in line with company values & policies.
  • Microsoft Office proficiency. Highly proficient in Microsoft Outlook and Teams for scheduling and collaboration. Ability to create professional presentations and documents using PowerPoint and Word.
  • Excellent organizational skills, attention to detail, time management skills, and a proven ability to meet deadlines. Pride in getting it done right the first time, while being willing to own that we all make mistakes and can learn from them.
  • Able to leverage tools such as Microsoft Excel for analysis
  • Willing to take initiative and leverage independent judgment, e.g. to ensure timeliness of communication and events
  • Excellent verbal and written communication skills, including professional emails and documentation.
  • Ability to use tact and professionalism, including in times of stress and among varying levels of leadership. Ability to adapt and respond to difficult questions and issues.
Onsite expectation: 4 days per week. Onsite expectations may vary dependent upon business need.

In addition to competitive medical, dental, vision and paid time off programs, we offer a Flex Work Program. At QSCC, we believe that our people are the key to our success. We also recognize that in a fast-paced world, supporting our employees as they balance work, personal and family obligations is critical. We offer flexibility in your work schedule while allowing teams to maintain productivity and culture.

QSCC is committed to employing well-qualified candidates for all open positions and engaging in effective recruitment and selection practices in compliance with all applicable employment laws. We proudly provide equal employment opportunity to all applicants and employees.

No third-party solicitation, please

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