Senior, C-Suite Executive Assistant - KeHE Distributors, LLC

Overview:

Good people, working with good people, for our common good.

 

Sound good?

 

KeHE-a natural, organic, specialty and fresh food distributor-is all about "good" and is growing, so there's never been a more exciting time to join our team. If you're enthusiastic about working in an environment with a people-first culture and an organization committed to good living, good food and good service, we'd love to talk to you!

Primary Responsibilities:

The Senior Executive Assistant will provide essential support to the Chief Operating Officer and the Operations Leadership Team, and help foster a highly effective, efficient and collaborative team environment. Success in this role not only requires the ability to manage the complexities of the executive team’s daily activities, but also the ability to seek out and establish new and improved ways of working in a high growth and fast paced work environment. The successful candidate will have experience and comfort operating in an environment that requires a high level of professionalism, confidentiality, and flexibility to adapt and is able to communicate effectively across a wide range methods, audiences and circumstances.

 

Additional responsibilities include but are not limited to assisting with Board meeting prep and material creation, handling business documents, national level meeting/event planning, preparing presentations from source materials, assisting with set up and execution of large-scale video conference meetings and/or live Town Halls, travel arrangements, and expense report processing. This role will use discretion and independent judgement to manage the expectations and projects assigned by C-Suite executives.

Essential Functions:

· Plan and execute on all aspects of large scale and multi-day events with strong project management skills and highly effective communication across stakeholders, participants, and vendors. Includes but is not limited to event budget management, venue selection, vendor management for materials, food and entertainment, travel arrangements, audio-visual needs and on-site coordination.

· Anticipate needs of each executive and/or the collective team as it relates to meeting management. This may include, but is not limited to handling end-to-end coordination, correspondence, preparation, document collection/dissemination, agenda, minutes and tracking down of follow up actions/items, and ordering of necessary materials and/or meals as necessary.

· Correspondence with high frequency and accuracy as needed across key stakeholders (internal and external to KeHE) and leveraging a variety of communication methods such as, written (email), video conferencing, and over the phone.

· Conduct routine intake with leadership team members to ensure unique administrative needs are anticipated and managed effectively. This may include but is not limited to managing, analyzing, and processing complex information requests, ascertain nature of business for all inquiries, and collecting or preparing materials.

· Manage multiple and complex/frequently changing calendars. This may include working across key stakeholders and competing priorities to accommodate complex meeting and/or travel schedules and using high judgement to determine how and where to flex.

· Anticipate and prepare materials such as agendas, presentations, and audio-visual needs across a variant of recurring meetings (weekly team meetings, monthly/quarterly leadership meetings and or town hall events). May be asked to assist with broader KeHE company events as needed.

· Read, prioritize, and route incoming communications and correspondence including receiving and screening telephone calls and email, providing information to callers/senders or routing calls/email to appropriate person for action, and copying, distributing, mailing, and filing all correspondence and confidential materials.

· Manage outgoing communications and correspondence. This includes but is not limited to placing outgoing telephone calls, composing and typing correspondence from direction, dictation, or knowledge of company policies and procedures, and making/filing copies of correspondence or other printed matter.

· Assist executives with business travel arrangements, travel/expense reporting and invoice processing as requested

· Compute annual operating budget for unit covering expenses such as travel, supplies, etc.

· Assist other administrative positions within the division or unit.

Minimum Requirements, Qualifications, Additional Skills, Aptitude:

EDUCATION AND EXPERIENCE:

· High School diploma or GED required; Bachelor’s degree preferred

· Minimum of 5-10 years of administrative support experience required with at least 3 years supporting senior executives at SVP and/or C-suite level

· Preferred experience working with senior level executives within and outside the company, as well as experience with clients, vendors, board members or other external contacts

 

KNOWLEDGE, SKILLS, AND ABILITIES:

· Advanced Knowledge of Microsoft Office Suite Word and Outlook

· Basic knowledge of Excel and PowerPoint

· Excellent verbal and written communications skills

· Excellent client services and interpersonal skills

· Handles sensitive information with integrity and complete confidentiality.

· Exercising professionalism when interfacing with leadership, staff, clients, and vendors

· Take initiative and work well independently while using discretion and working independently

· Outstanding organizational and time management skills

· Ability to effectively present information and respond to questions.

· Basic project management skills

Requisition ID:2024-24099Equal Employer Opportunity Statement:KeHE Distributors provides equal employment opportunities to all employees and applicants for employment and prohibits all forms of discrimination and harassment on the basis of race, color, religion or faith, sex, gender, age, ancestry, national origin, mental or physical disability or medical condition, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, or any other category protected under federal, state, or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training as well as the administration of all Human Resources and Talent Acquisition processes.