Executive Assistant & Office Administrator

Ruiz Food Products•Frisco, TX

2d•$80,000 - $90,000•Onsite

About The Position

Ruiz Foods has been family owned since 1964, is one of the largest Hispanic-owned companies in the country and is the proud maker of two #1 brands: El Monterey frozen Mexican food and Tornados roller grill taquitos in grocery stores and convenience stores across the US and Canada. Are you looking for career development opportunities in an exciting company that cares about its team members and consumers alike? Come join our team and help us continue our industry-leading trac k record of growth, quality, and delicious food! The Executive Assistant and Office Administrator ("EAOA”) is responsible to provide comprehensive support to the President and CEO (“CEO”), senior executives who report to the CEO. The EAOA also provides support to the Executive Chairman of the Board of Directors and to the Board of Directors, serves as a liaison for the senior management team, manages Ruiz Foods’ headquarter office operations, and organizes travel and events for the senior management teams in compliance with company policies. The EAOA must be creative and enjoy working in a fast-paced environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, the ability to maintain a realistic balance among multiple priorities,the ability to manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.

Requirements

Associate degree required, bachelor’s degree preferred.
4+ years of related experience required in working in an executive assistant role supporting C-Level executives.
Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) is a must.
Excellent communication and time management skills; proven ability to meet deadlines; impeccable attention to detail.
Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
Regular working hours of M-F 8:00 am – 5:00 pm in office.
Some flexible hours may be required from time to time to handle the needs of the business for projects and meetings.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of an organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Valid Driver’s License; must remain insurable under the company’s automobile policies.

Nice To Haves

Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
Commitment to excellence - perform duties at the highest level possible on a consistent basis.
Judgment and confidentiality - demonstrate ability and temperament to work with sensitive information.
Professionalism - Professional presence and demeanor and ability to deal effectively with diverse groups of people, including owners, Board members, senior executives, team members, community leaders, vendors and other stakeholders. This position is expected to uphold the highest standards of professionalism and discretion at all times. A professional appearance is essential; presence and appearance should present a polished and business appropriate image.
Service focus - dedicated to meeting the expectations of the CEO and COO and other senior executives by maintaining effective relationships with interested parties.
Problem solving - ability to think outside of the box with a sense of urgency to situations and events that require quick response or turnaround.

Responsibilities

Serve as the primary point of contact for all internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style and company policy.
EAOA is to consider themselves to be a personal representative of the CEO, providing both a “gatekeeper” and “gateway” role and a bridge for smooth communication between the CEO and all constituencies, demonstrating leadership, maintaining credibility and trust.
The EAOA will preview and prioritize email communications to the CEO and handle all of the CEO’s incoming communications by mail or telephone.
The EAOA will coordinate the CEO’s outreach activities within the organization and externally, and will follow up with contacts made by the CEO to cultivate ongoing relationships.
Provide complex calendar management for the CEO.
Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth, efficient day-to-day engagements.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
The EAOA is to have a sense of issues taking place in the environment and keep the CEO updated.
The EAOA anticipates the CEOs needs in advance of meetings, conferences, events, etc.
Act as primary liaison and support for Executive Chairman and Board of Directors .
Arrange and handle all logistics for Board meetings and events: schedule meetings, coordinate timely submission of Board materials to Board Secretary, troubleshoot Board member travel, logistics, compensation, and expense reimbursement concerns.
Complete a broad variety of administrative tasks that facilitate CEO’s ability to effectively lead the organization, including: Assist with special projects; collect and prepare information for meetings; compose and prepare correspondence; assist in preparation of Prepare Word, Excel, PowerPoint presentations, agendas, reports, and other documents in support of objectives for the organization; maintain contact lists, make travel arrangements for CEO, Executive Chairman, and other senior executives, coordinating and ensuring executive, board, and shareholder travel occurs in compliance with the Air Travel Policy Risk Management (CPM No. BD-00-01); prepare expense reports; facilitate in payment of vendor invoices; develop and manage budgets and support cost-center compliance for office and Board related expenses.
Coordinate Operating Team and other senior leadership meetings, and events.
For events held in the headquarters office, act as the primary liaison with Hall Office Park on event space needs, and approving shared conference and hotel office reservations based on headquarters office priority needs, and logistics planning.
For offsite events, provide logistics and event planning support as needed.
Manage Hall Office Park Tenant issues by serving as the liaison for all tenant and landlord issues relating to the office work environment, arranging when needed for Landlord maintenance, ensuring compliance with Tenant Responsibilities as outlined in the lease agreement, coordinating Tenant maintenance issues, etc., developing office procedures or guidelines to enhance shared space, maintaining the office seating chart, oversee replenishment of office materials such as snacks, printer supplies, paper, office supplies.
Supervision of other headquarters administrative staff including ensuring clerical and administrative coverage for all business days, developing office policies as appropriate, conflict resolution, delegating or assigning shared office responsibilities to administrative staff, developing a system for managing shared space, approving shared space requests.
Provide hospitality by welcoming all Executives’ guests, greeting them, in person or on the phone; answering or directing inquiries.
Other projects and duties as assigned for the overall benefit of the company.