Administrative Assistant Corp Comm & FIR - Part time (20hrs/Week)

Dairy MAX•Dallas, TX

About The Position

The individual in this position is responsible for supporting Corporate Communications and Farmer Industry and Relations with a wide range of administrative and executive support related tasks in a timely manner and with high performance standards. Able to translate and anticipate requests as requirements into achievable goals and manage the process through which these objectives are met.

Requirements

Familiarity with company’s policies as outlined in the handbook and online, including but not limited to, travel, record retention and leave polices.

Responsibilities

Monitor calendar and schedule calls, meetings, and flow of communication
Plan and coordinate special projects for vice president as requested
Maintain accountability and accept responsibility for daily activities reporting to vice president on status of all activities, requests, and open items
Compose, draft, proof, edit, and finalize correspondence including meeting invitations, follow up e-mail and other documents
Review incoming tasks and actions from the team to ensure prioritization and success of the vice president regarding deadlines
Create and maintain accurate paper and electronic filing ensuring documents are sent to headquarters and securely destroyed according to company’s document retention policy
Maintain an updated job description and desk procedures manual for your position
Handle planning logistics for vice president and directors for trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with organization policy
Monitor vice president and directors’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of attendees involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various company off-site meetings as requested in an upbeat and professional manner
Facilitate the successful implementation of projects initiated by vice president and/or directors.
Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including: Correspondence, Travel arrangements, Timelines, Meetings, agenda times, participants’ confirmation, Calendar coordination and cross-checking of facts, Coordination with other Dairy MAX team members, Spreadsheets and PowerPoint presentations, Outlook contact database