Executive Administrative Assistant

Chelten House Products•Bridgeport, NJ

About The Position

Executive Administrative Assistant Responsibilities: Administrative and Calendar Management Manage the CEO’s calendar, appointments, and travel with attention to production schedules, plant operations, and family commitments Coordinate and confirm internal and external meetings, plant visits, and vendor appointments Maintain discretion while handling confidential business matters Draft and edit correspondence, memos, and emails on behalf of the CEO Operational and Office Support Track and manage invoices, expense reports, and credit card reconciliations Maintain Executive KPI and Objectives trackers/scorecards, working across the leadership team and organization to obtain necessary information Maintain organized filing systems (digital and physical) for contracts, records, and confidential documents Internal Coordination Liaise with department heads (production, logistics, quality assurance, HR, accounting) to relay the CEO’s priorities and follow up on pending items Help ensure communication flows smoothly between the office, production facility, and leadership team Coordinate company-wide notices, memos, and communications on behalf of the CEO Attend Executive Leadership meetings, take comprehensive notes, and follow up on outstanding to-do items or decisions requiring action External and Vendor Relations Assist the CEO by serving as a supporting point of contact for suppliers, distributors, co-packers, and service providers, helping coordinate communication and follow-up as directed Maintain an updated contact list for vendors, customers, and key partners Travel, Event, and Meeting Logistics Arrange travel itineraries, accommodations, and meal plans for the CEO and accompanying staff or family members Plan logistics for trade shows, customer meetings, and company events Candidate Requirements 2–4+ years of administrative experience, preferably in food manufacturing, consumer packaged goods (Consumer Product Goods), or a related industry Experience directly supporting C-level executives Key attributes include planning, coordination, time management, establishing priorities, and excellent communication skills High level of confidentiality, reliability, and integrity. Must be discreet and maintain confidentiality Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) Position Requirements Excellent written and verbal communication skills with the ability to take accurate notes and manage follow-up actions Strong interpersonal and relationship-building skills across all levels of the organization Ability to manage multiple priorities with flexibility and professionalism Self -starter with the keen ability to make quick and effective decisions while working independently Demonstrates professionalism, discretion, and reliability in all aspects of the role

Requirements

2–4+ years of administrative experience, preferably in food manufacturing, consumer packaged goods (Consumer Product Goods), or a related industry
Experience directly supporting C-level executives
Key attributes include planning, coordination, time management, establishing priorities, and excellent communication skills
High level of confidentiality, reliability, and integrity. Must be discreet and maintain confidentiality
Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Excellent written and verbal communication skills with the ability to take accurate notes and manage follow-up actions
Strong interpersonal and relationship-building skills across all levels of the organization
Ability to manage multiple priorities with flexibility and professionalism
Self -starter with the keen ability to make quick and effective decisions while working independently
Demonstrates professionalism, discretion, and reliability in all aspects of the role

Responsibilities

Manage the CEO’s calendar, appointments, and travel with attention to production schedules, plant operations, and family commitments
Coordinate and confirm internal and external meetings, plant visits, and vendor appointments
Maintain discretion while handling confidential business matters
Draft and edit correspondence, memos, and emails on behalf of the CEO
Track and manage invoices, expense reports, and credit card reconciliations
Maintain Executive KPI and Objectives trackers/scorecards, working across the leadership team and organization to obtain necessary information
Maintain organized filing systems (digital and physical) for contracts, records, and confidential documents
Liaise with department heads (production, logistics, quality assurance, HR, accounting) to relay the CEO’s priorities and follow up on pending items
Help ensure communication flows smoothly between the office, production facility, and leadership team
Coordinate company-wide notices, memos, and communications on behalf of the CEO
Attend Executive Leadership meetings, take comprehensive notes, and follow up on outstanding to-do items or decisions requiring action
Assist the CEO by serving as a supporting point of contact for suppliers, distributors, co-packers, and service providers, helping coordinate communication and follow-up as directed
Maintain an updated contact list for vendors, customers, and key partners
Arrange travel itineraries, accommodations, and meal plans for the CEO and accompanying staff or family members
Plan logistics for trade shows, customer meetings, and company events