Executive Assistant - R&D
About The Position
The Executive Assistant (EA) – RDQ for our Accelerator Division working from our Wells Street, Chicago office, is responsible for providing high-level administrative support to the Senior Vice President of R&D and Quality (RDQ) for the Accelerator business—the division supporting KIND, Tru Fru, Nature's Bakery, and the newly acquired Kellanova brands. The role will report to the Director of Strategy and Performance and involves managing schedules, organizing meetings, handling communications, and ensuring that the executive's time is efficiently allocated. The EA must possess strong organizational, communication, and problem-solving skills to work effectively in a fast-paced environment. The ideal candidate is comfortable navigating complexity and ambiguity across a global organization while delivering excellent customer service. They bring strong communication and negotiation skills, work collaboratively to overcome challenges, and adapt quickly as priorities change.
Requirements
- 3+ years of experience providing high-level administrative support to C-suite, VP, or senior leadership teams within a fast-paced, matrixed organization.
- Proven track record of high-volume, proactive calendar management, expense reporting (e.g., Concur), and processing purchase orders / procurement requests.
- Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
- Strong attention to detail and ability to work independently.
- Exceptional interpersonal and communication skills with absolute discretion when interfacing with executive leadership, high-profile stakeholders, and confidential business matters.
- Comfortable providing feedback, directing, and engaging with senior leaders.
- Sensitive about cultures, and different ways of being and thinking.
Nice To Haves
- A bachelor’s degree in business administration, communications, or a related field is preferred.
Responsibilities
- Maintain, organize, and prioritize the executive’s calendar, independently resolving conflicts and scheduling meetings and appointments based on business priorities and forward planning.
- Manage incoming and outgoing communications in line with executives’ preferences, ensuring timely responses and follow-up.
- Prepare and edit correspondence, reports, presentations, and other documents as needed.
- Coordinate expense reports, reimbursements, and related financial administration for senior leaders in accordance with company policies.
- Coordinate visa applications, business invitation letters, relocation documentation, and related support for executive and senior leaders, providing guidance on required processes.
- Plan and execute internal, external, and global meetings, including quarterly Leadership Team face-to-face meetings and functional town halls. Manage time zones, invitations, meeting rooms, virtual meeting technology, catering, guest arrangements, hotel blocks, group transportation, venue selection, and costs.
- Arrange domestic and international travel, including flights, hotels, and ground transportation.
- Serve as a trusted point of contact for leadership, internal teams, clients, key stakeholders, high-profile individuals, and important personal contacts.
- Attend meetings, capture key decisions and action items, and drive follow-through to completion.
- Support or lead special projects and initiatives as directed, ensuring objectives and deadlines are met.
- Perform other duties as required based on capacity assessment.
Benefits
- company bonus
- medical and dental benefits
- participation in 401k plan
- paid time off benefits
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What This Job Offers
Job Type
Full-time
Career Level
Executive
