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Executive Assistant

3 months ago

Belle Glade, United States Florida Crystals Corp. Full time

Florida Crystals is a leading domestic sugar producer and North America’s first fully integrated cane sugar company, guiding our sugar from farm to table.  We are America’s first and only producer of certified organic sugar, grown and harvested in the United States. Our renewable energy facility is the largest of its kind in North America and provides clean energy that powers our sugar operations, which helps us reduce our use of fossil fuels.  Florida Crystals also sustainably farms rice, sweet corn and other vegetables in rotation with our sugarcane.  Our rice mill is the only rice mill in Florida. 

 

 

Summary

Under the direct supervision of the Vice President Agricultural Operations this position provides administrative and secretarial support for the assistant vice president and department. In addition to typing, filing and scheduling, performs duties such as record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

 

Essential Functions

  • Schedules, maintains and organizes complex activities such as events, meetings, travel, conferences and department activities for all members of the department.
  • Creates and develops visual presentations for the assistant vice president and/or department.
  • Establishes, develops, maintains and updates filing system for the assistant vice president and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library with information created or received, which are applicable.
  • Organizes and prioritizes large volumes of information and calls.
  • Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.  Locate and attach appropriate files to incoming correspondence requiring replies.
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Answers phones for assistant vice president and department. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
  • Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information.
  • Works independently and within a team on special nonrecurring and ongoing projects.
  • Design, compose, types, and distributes general correspondences, memos, charts, tables, graphs, business plans, reports, meeting notes, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes, including documents of others. Responsible for accuracy and clarity of final copy.  Complete forms in accordance with company procedures.
  • Ability to learn how to operate new office equipment as needed.
  • Order and dispense supplies.

 

Competencies

  • Technical Capacity.
  • Microsoft Office Suite:
  • Word
  • Excel
  • Powerpoint
  • Other applications as needed
  • Internet Explorer: general internet usage ability
  • Windows operating system
  • Personal Effectiveness/Credibility.
  • Thoroughness.
  • Collaboration Skills.
  • Communication Proficiency in English, Spanish is a plus.
  • Flexibility.

 

Supervisory Responsibility

  • This position has no supervisory responsibilities.

 

Work Environment

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

 

Physical Demands

  • This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

 

Position Type and Expected Hours of Work

  • This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m. during repair or idle season.  Weekend work as needed.  Crop hours will require longer days potentially including weekends.

 

Travel

  • No travel is expected for this position, unless to attend trainings or other similar functions.

 

Required Education and Experience

  • High school diploma.
  • One year of administrative experience or leadership role.

 

Preferred Education and Experience

  • Associate’s degree.
  • Two years of related experience or leadership role.

 

Additional Eligibility Qualifications

  • None required for this position.

 

Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

 

We are an equal opportunity employer. We do not discriminate on the basis of race, color, creed, religion, gender, sexual orientation, gender identity, age, national origin, disability, veteran status or any other category protected under federal, state, or local law.  All employment is decided on the basis of qualifications, merit, and business need.