Executive Assistant

Gordon Food Service•Plant City, FL

12d•Onsite

About The Position

The Executive Assistant provides comprehensive, high-level administrative and project support to senior leaders. The role supports leadership operations by managing complex calendars, coordinating meetings and business travel, preparing presentations and reports, and handling confidential information with discretion. It requires knowledge of organizational operations, policies, and personnel, as well as independent judgment to prioritize, plan, and schedule work and support special projects. This position is onsite at the Gordon Food Service distribution center at 1410 Gordon Food Service Dr., Plant City, Florida.

Requirements

Strong knowledge of administrative and clerical procedures, including word processing, file management, form design, and office technology.
Ability to analyze information, show initiative, and exercise independent judgment in daily work and decision-making.
Ability to solve problems within established guidelines and refer to policies and practices for guidance.
Foundational mathematical skills for ordering and analyzing information.
Strong active listening, verbal communication, and written communication skills, including grammar, composition, and reading comprehension.
Knowledge of customer service principles and ability to build and maintain positive relationships with diverse individuals.
Self-directed, with strong time-management and coordination skills.
Ability to recognize problems, exercise discretion, make sound judgments, and remain calm and professional in stressful situations.
Ability to handle confidential and sensitive information with discretion.

Responsibilities

Proactively manage and prioritize department managers’ calendars, make scheduling judgments, and initiate necessary communications.
Coordinate meetings, conference calls, and events, including scheduling, preparing agendas and presentations, arranging equipment, and providing hospitality.
Arrange business travel, including flights, ground transportation, lodging, and conference registrations; compile and submit travel expenses.
Screen and direct calls, manage messages and emails, and respond to inquiries professionally and accurately.
Prepare expense reports, process invoices, and monitor budget allocations.
Draft correspondence, memos, presentations, organizational charts, and other confidential materials.
Conduct research, data mining, and analysis; potentially negotiate contracts or perform statistical analysis in support of initiatives.
Plan and coordinate departmental events and meetings.
Welcome visitors professionally and respectfully.
Maintain accurate records and information while protecting confidentiality and data integrity.
Build effective working relationships across the organization and foster teamwork.
Support projects and other tasks as needed.