Executive Administrator

Taco Family of Companies • Cranston, RI

10h • Onsite

About The Position

The Executive Administrator provides critical support and relieves the Business Unit (BU) President of administrative functions. This includes managing a variety of complex situations across the office, supervising other administrative staff, collaborating with leaders at various levels of the organization to communicate requests, and report status and outcomes. The person in this role must be able to manage multiple and shifting priorities related to the BU President’s direction. Maintaining absolute confidentiality is an essential function of this role.

Requirements

• Bachelor’s degree in business, communications or related field; exceptional experience may be accepted in lieu of degree
• 7+ years of experience in administration, executive assistance, and/or office management; prior executive support experience required
• Manufacturing industry preferred
• High proficiency in MS Office required for success
• Must be self-driven to learn and apply technology, systems and software
• Mastery of organizing and planning
• Maintain confidentiality, build trust and relationships across diverse employee levels
• Adept at solving problems, making evaluations, and/or making decisions based on objective or subjective information
• Able to access complex data and prepare reports
• Adapts to change and shifts in priorities easily
• Able to manage multiple projects effectively
• Must be able to write comprehensive reports and provide related analysis
• Strong written and verbal communication with an understanding of diverse audiences
• Able to be proactive in anticipating BU President needs
• Travel: required to office (if remote), conferences, customer / rep sites, etc.

Responsibilities

• Serves as a primary point of administrative contact for internal and external inquiries regarding the business and BU President
• Tracks commitments made by BU President and executives during meetings; follows up on executive team assignments and provide status to report to BU President; may attend meetings on behalf of the BU President to gather and/or share information
• Collects and consolidates data and inputs across global organization; provides analysis of results and makes recommendations; may participate in budget planning activities
• Summarizes content of incoming materials and specially gathered information; ensures relevant support data to provide context; draws attention to important parts or conflicts in action or information
• Prepares correspondences, presentations, and other written materials for BU President
• Reviews and communicates company policies and BU President directions; alerts others to any conflict with the direction or departure from policies and provides guidance to resolve problems
• Establishes appointment priorities; maintains BU President calendar; reschedules to clear conflicts
• Leads contract and price negotiations with office vendors and service providers. Sources and manages vendors to deliver office services including postage, copying, supplies, food services, etc.; ensures invoices are reviewed, coded, approved and submitted properly.
• Coordinates company sponsorships in accordance with Marketing objectives to include evaluating and responding to requests, logistics and planning of selected sponsorships, and arranges staff members to represent organization at conferences and meetings
• Prepares award nominations and responses; coordinates with Marketing to ensure announced and promoted internally and externally
• Researches vendors and resources related to corporate initiatives and goals; prepares summary and insight to BU President and/or Executive Leadership Team
• Maintains BU President and executive schedules; maintains awareness of events and resolves scheduling conflicts
• Oversees travel and expense management; ensures proper planning and notification for onsite events and corporate visitors
• Oversees and supervises administrative functions across Cranston, RI facility including front desk, supplies, onsite services, facility tours, etc.
• Reviews processes and procedures, recommends improvements; creates and maintains Business Operating Systems for areas of responsibility and BU President office
• Maintains phone system support and answering scripts
• Evaluates team members to identify strengths and opportunities for improvement; collaborate on development actions and ensure resources necessary to complete actions
• Cascades relevant and appropriate information about the company and department effectively and in a timely manner
• Coaches and mentors for skill and knowledge development
• Executes necessary responsibilities of team during absences or alternate engagement
• Ensures team adheres to company policies, practices and department standards
• Assigns actions and ensure completion
• Reviews work quality and provides feedback and guidance to team

Benefits

• Competitive salaries and benefits
• Tuition reimbursement
• Career development
• On-site training programs in our learning center
• Profit sharing
• Mindful about family, health and well-being
• Fosters conditions that allow people and communities to reach their full potential
• Embraces and celebrates diversity

What This Job Offers

• Job Type: Full-time
• Career Level: Executive