Executive Assistant

2 weeks ago

Salem, New Hampshire, United States Pete & Gerry's Organics, LLC Full time
Job Title: Executive Assistant

Pete and Gerry's Organics, LLC is seeking a highly skilled and experienced Executive Assistant to support members of our Senior Leadership Team (SLT). The ideal candidate will be located in the East Coast Time Zone or be available during the hours of 8 AM to 5 PM EST for meetings.

The SLT is comprised of our CEO, CFO, CMO, COO, CHRO, CCO, and CIO. This role will support the Chief Customer Officer, Chief Information Officer, and Chief Human Resources Officer and General Counsel, and will directly report to the Executive Assistant to the CEO.

Key Responsibilities:
  • Provide administrative assistance to the SLT, including drafting and editing memos, emails, letters, presentations, preparing communications, and setting up in-person or hybrid meetings using Teams and Zoom.
  • Assist the SLT with presentations, including organizing multi-authored materials and handling version management.
  • Schedule tasks and coordinate process flow on behalf of and among the SLT.
  • Manage incoming and outgoing communications by forwarding for follow-up and assisting with prioritization.
  • Make SLT travel, meeting, food, events, and related arrangements, including handling related expense reports.
  • Plan, organize, and schedule meetings, events, and calls with employees, Board members, applicants, customers, clients, vendors, contractors, and other contacts.
  • Engage in heavy calendar management, requiring interaction with internal and external contacts, to coordinate a variety of complex meetings and assist the SLT with scheduling and prioritization of meetings.
  • Review and summarize miscellaneous reports, documents, and research.
  • Conduct vendor research and make recommendations.
  • Work closely with the executive team to coordinate and launch communications campaigns to team members or external contacts.
  • Purchase office supplies, office furniture, Company swag, Company gifts, and other materials, request POs, and process invoices.
  • Assist with the maintenance of business records, including electronic and paper files as needed.
  • Prioritize and manage multiple projects simultaneously and assist the SLT with follow-through on issues in a timely manner.
  • Schedule tasks and coordinate with various team members.
  • Assist with onboarding of new team members.
  • Back-up to the Executive Assistant to the CEO when out of the office.
  • Special projects and additional duties as assigned by the SLT and Executive Assistant to the CEO.
Requirements:
  • High school diploma and 5+ years of related experience working in an Executive Assistant role supporting senior executives.
  • Time management and the ability to meet deadlines.
  • Strong verbal and written communication skills.
  • Bilingual English/Spanish is a bonus but not required.
  • Strong organizational and project management skills and the ability to multitask.
  • Problem-solving, prioritization, and decision-making skills.
  • Proactivity and self-direction.
  • Demonstrate discretion, confidentiality, and good judgment at all times.
  • Interpersonal and team-building skills.
  • Good business acumen and the ability to work independently within a strategic framework.
  • Must be proficient and efficient at utilizing computer-based tools to accomplish tasks and communicate with others.
  • The ability to travel as needed.

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