Corporate Admin Assistant

Village Farms International•Lake Mary, FL

97d•Onsite

About The Position

Village Farms International is seeking a highly organized and efficient Administrative Assistant to support the Sr. Executive Assistant with the Corporate Executive Leadership Team (VP level and above) with administrative tasks including typing, filing, answering telephones, taking messages, making travel arrangements and other general office duties. This role answers non-routine correspondence and assembles highly confidential and sensitive information. The position deals with a diverse group of important external and internal contacts at all levels of the organization. This is an IN-OFFICE position, located in Lake Mary, FL.

Requirements

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with tremendous attention to detail, often utilizing calendar management tools.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including senior management as well as Board of Directors.
Experienced level written and verbal communications skills.
Experienced level skills with the Microsoft Office Suite of applications, in particular Outlook, PowerPoint, and Teams, and other relevant software.
High proficiencies in appropriate technologies and hardware: Microsoft Office Suite, calendar management tools, as well as other relevant software (DocuSign).
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Emotional maturity.
A highly resourceful team-player, with the ability to be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to competing demands, and demonstrate the highest level of customer/client service and response.
Minimum 3 - 5 years of previous experience supporting C-Level Executives.
Notary, State of Florida.

Nice To Haves

Minimum Bachelor’s degree is preferred

Responsibilities

Completes a broad variety of administrative tasks in support of the Sr. Executive Assistant for the Corporate Executive Team (CEO, CFO, EVP & VPs) including managing an extremely active calendar of appointments (EVP & CFO only); completing/processing expense reports for CEO/CFO approval; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Provides “Gatekeeper” and “Gateway” role creating win-win situations for direct access to the C-Suite’s time and office.
Prioritizes conflicting needs in support and tandem with Senior Executive Admin; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Maintains office supplies, files and equipment in an orderly and professional manner for the C-Suite.
Appropriate business use of telephone and voicemail system to greet internal and external customers in a friendly and professional manner. Announces visitors and/or handles requests, as appropriate.
Assists the Senior Executive Admin and/or EA to COO with Board member needs, including travel arrangements, lodging, and meal planning as needed.
Handles advance distribution of materials before meetings in electronic/paper format; attend all required meetings and prepare/distribute meeting minutes.
Performs coordinator function with headquarters’ facility needs/operations, i.e., scheduling vendors, contractors, repairs, maintenance, assist with HQ’s onsite events, etc. as well as backup to the Reception Desk.
Opens incoming mail, dates, stamps and distributes accordingly. Sends outgoing mail, both inter-office and to external sources when acting as backup to Reception Desk.
Under guidance of Sr. Executive Assistant, assists in coordinating the agenda of senior management team meetings and off-site meetings.
Assist with meeting coordination, create materials and presentations, research key topics, and provide ongoing support and follow up in project timelines.