Executive Assistant Job at Dawn Foods in Jackson

Dawn Foods is a global leader in bakery manufacturing and ingredients distribution. As the partner of choice for inspiring bakery success, we help customers grow their business through meaningful partnerships, research-driven insights and innovations, and products and expertise they can depend on. As a family-owned company, our commitments to our people, products, customers, and corporate values, are all part of our recipe for success.

Why work for Dawn Foods?

PEOPLE. PRODUCTS. CUSTOMERS.

Why should you apply? We invest in you!

• Industry-leading health insurance on Day 1!
• Competitive Pay
• 401(K) + company match
• 10 Paid Company Holidays
• Paid Time Off
• Professional training
• Family-owned business over 100 years in service
• An opportunity for career advancement, working as part of an empowering workforce

Job Purpose and Overview

The Executive Assistant provides high-level administrative and operational support to the Chief People Officer, the Vice Presidents, and Group Leads within the People Team. This role will also offer occasional support to other leaders as needed.

The ideal candidate will demonstrate expertise in managing complex calendars, coordinating both international and domestic travel, and organizing meetings and events with exceptional attention to detail and professionalism. A strong ability to prioritize and multitask effectively under minimal supervision is crucial. Proficiency in advanced Microsoft Excel and similar applications is essential, along with the ability to prepare, analyze, and present information in a polished and professional manner.

This role requires prior experience supporting senior executives, preferably at the C-suite level, with a focus on maintaining confidentiality, demonstrating discretion, and building relationships across all organizational levels and with external stakeholders.

Work Environment: This is a Hybrid position in Jackson, MI. Candidates must reside in Jackson, MI or surrounding areas to be considered for this role.

What will you do as an Executive Assistant at Dawn Foods?

• Executive Calendar Management:
  • Manage and prioritize multiple complex executive-level calendars with sensitivity to shifting priorities and time zones.
  • Anticipate scheduling conflicts and proactively resolve them with discretion and professionalism.
• Travel Coordination:
  • Arrange and oversee all business travel and accommodations for direct reports and interview candidates, including international travel logistics.
  • Ensure adherence to corporate travel policies and streamline itineraries for maximum efficiency.
• Meeting and Event Planning:
  • Coordinate and execute meetings (both local and international), including agenda preparation, logistics management, and follow-ups.
  • Prepare high-quality presentations, agendas, and meeting materials with attention to visual and content accuracy.
• Document Preparation:
  • Draft, format, and proofread routine and non-routine documents such as correspondence, reports, spreadsheets, and presentations, ensuring a high standard of professionalism and accuracy.
• Confidential Information Management:
  • Handle sensitive and confidential matters, including personnel relations, organizational changes, and strategic initiatives, with absolute discretion and professionalism.
  • Safeguard the security of all information, data, and files.
• Financial Administration:
  • Process and manage approval workflows for invoices, expense reports, and corporate card reconciliations.
  • Monitor and manage budgets for meetings and events where applicable.
• Communication and Relationship Management:
  • Serve as a liaison between the HR leadership team and internal/external stakeholders, including customers, suppliers, vendors, and candidates.
  • Screen and direct incoming calls with diplomacy and tact, ensuring high-level support for executives.
• Recruitment Logistics:
  • Design and execute logical processes for scheduling candidate interviews, coordinating with internal and external stakeholders to optimize timelines and logistics.
• Office Management:
  • Maintain office supply inventory and handle procurement as necessary.
  • Support the onboarding process by initiating relocation services and other resources for new hires.
• Data Analysis and Reporting:
  • Generate and analyze ad-hoc reports using Microsoft Excel and other relevant tools, ensuring actionable insights are presented clearly.
• Additional Duties:
  • Provide backup support and assist with HR-related projects and initiatives as assigned.
  • May be assigned to broader projects based on experience/business need. Will need to be able to demonstrate a history of adaptability and learning agility.
  • Uphold and demonstrate the Dawn Values and support the Circle of Excellence.

What Does It Take to be an Executive Assistant at Dawn Foods?

Below are the minimum qualifications to be a fit for this job.

• A High School Diploma or GED is required
• A college degree is preferred but not required with relevant experience.
• At least 3 years of experience as a C-level Executive Assistant or in a comparable role.
• 1-3 years of experience in HR or a related field is preferred.
• Advanced proficiency in Microsoft Office Suite, especially Excel (pivot tables, advanced formulas, and data visualization), Word, PowerPoint, and Outlook.
• Familiarity with other productivity and reporting tools is a plus.
• Exceptional organizational skills with the ability to manage multiple priorities and complex tasks in a fast-paced environment.
• Detail-oriented with excellent follow-through to ensure accuracy and quality in all work.
• Strong verbal and written communication skills, with the ability to create professional and visually appealing presentations and documents.
• Highly professional demeanor with the ability to interact effectively with all levels of management, staff, and external partners.
• Proven problem-solving skills and the ability to work independently under minimal supervision.
• Strong sense of urgency and commitment to meeting deadlines.
• Ability to maintain confidentiality and exercise discretion in sensitive matters.
• Demonstrated ability to collaborate effectively and flexibly support team members to meet goals and deliverables.
• Familiarity with HR policies, practices, and processes is preferred.
• Exhibit and champion Dawn's Values and the Circle of Excellence in daily work.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Required to use motor coordination with arm, hand, finger, and leg dexterity.
• Required to exert physical effort in handling objects 25 pounds.
• The normal setting for this job is a hybrid work environment.

Note: The level of physical effort may vary from site to site and in some cases be greater or lesser than documented here.

If this sounds like the opportunity that you have been looking for, please click "Apply."

About Our Benefits

Dawn is proud to employ the top talent in the baking industry, and we reward our people with comprehensive health and well-being coverage, competitive compensation packages, and award-winning benefit offerings. We also help protect your future financial health with a generous 401(k) matching program that provides additional retirement funds and many tools and resources on financial wellness. Dawn encourages professional growth through tuition assistance and educational programs, and we are always searching for ways to improve our industry-leading services and benefits.

Compensation

$48,040 - $72,070

#LI-Hybrid #LI-AH1

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability, pregnancy, sexual orientation, gender identity/gender expression, citizenship status, military or veteran status, genetic information or any other status or condition that is protected by applicable law.

Requisition ID: 36511

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Date: Nov 21, 2024

If you need accommodation for any part of the employment process because of a disability, please send an email to careers@dawnfoods.com.