Executive Assistant Job at Butterball Farms in Grand Rapids

Job Type

Full-time

Description

Butterball Farms, Inc. is a world-class food manufacturer on a mission to Enrich Lives and has been recognized as a West Michigan and National Best and Brightest Company to work for. With over 60 years in the industry Butterball Farms, Inc. works hard to enrich the lives of our customers, employees, and communities. We imagine butter differently, have a highly recognizable client list, and are known by our customers for our innovation, reliability, responsiveness, and our value-add approach to business. Our amazing culture is recognized globally. We are financially sound, rapidly growing, and poised for continued success.

Summary:

Provides high-level administrative support for Chief Executive Officer and other necessary executives by scheduling meetings, preparing reports, handling information requests, conducting research, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, etc.

Some Essential Functions Include:

• Manage and maintain CEO's schedule, determining priorities based on scheduling needs with Executive Assistant.
• Provide administrative support to CEO and Executive Team.
• Perform general office duties such as preparing correspondence, meeting minutes and agendas, records, and reports for presentation, arrange and maintain office policies, procedures and operating practices.
• Responsible for coordinating and/or performing follow-up action items based upon meeting outcomes.
• Handle all incoming calls and correspondence for the CEO with Executive Assistant plan distribution as necessary. Welcome guests and direct inquiries.
• Maintain Corporate Record Book.
• Attend necessary internal and external meetings, serve on applicable committees, act as representative for the CEO when necessary.
• Assist Butterball Farms team in coordination of social activities as requested.
• Compile data, prepare year-end financial and legal information and maintain all pertinent records for CEO and enterprises.
• Manage travel for Executive Team and organizational management of Frosh/Concur.
• May be required to run errands and/or transport individuals.
• Maintain corporate calendar with Executive Team and other CEO priorities.
• Coordinate and prepare for annual Founder's Day event, holiday office party, and other events as necessary.
• Coordinate and plan executive team meetings and 1:1's.
• Order stationery and business cards for staff as needed.
• Plan, coordinate, and manage annual strategic planning session - including travel as necessary.
• Maintain documentation and coordinate needed legal activities across enterprises.
• Maintain IP for all entities including renewals, documentation, communication, and invoicing.
• Manage financial information as directed and oversee weekly/quarterly/annual bookkeeping, invoice tracking, contracts, etc. for all enterprises.
• Manage and track outside investments for all entities.
• Follow all safety rules and precautions.
• Utilize designated Personal Protective Equipment (PPE).
• Act as backup to Executive Assistant to the CEO when needed.

• High School Diploma or GED required.
• Associate degree in Business Administration preferred with 2-3 years previous experience providing support at an executive level.
• Have experience handling legal, financial and confidential information.
• Must possess a valid Michigan driver's license.

• High level of confidentiality required.
• Excellent verbal and written communication.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with proven ability to meet deadlines.
• Ability to perform well in a high-paced and at times stressful environment. Ability to think outside the box and respond with urgency.
• Strong analytical and problem-solving skills.
• Experience working with C-suite leaders.
• Knowledge of administrative and clerical procedures and systems.
• Excellent working knowledge of personal computer experience with Microsoft applications (Excel, Power Point, Outlook, Word) and SharePoint.
• Financial and corporate management experience.
• Team player - have team-oriented experience and approach.