Supply Chain Executive Administrative Assistant

Ajinomoto Foods North America•Ontario, CA

6d•$92,000 - $113,000

About The Position

The Executive Administrative Assistant serves as a force multiplier for the Supply Chain executive team, enabling leaders to operate at maximum effectiveness. This role drives organization, alignment, and execution by managing priorities, facilitating decision-making, and ensuring disciplined follow-through across a complex, fast-paced environment. By anticipating needs, removing friction, and improving processes, this individual ensures the leadership team remains focused on the highest-value work and delivers results efficiently

Requirements

Bachelor's degree required and five years supporting senior executives or leadership teams, OR an equivalent combination of education and experience.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other related software products.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders at all levels of the organization, including staff, board members, external partners and vendors.
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions

Responsibilities

Manage complex executive calendars, prioritizing high-value activities and aligning schedules across multiple leaders
Coordinate and prepare for internal and external meetings, ensuring agendas, materials, and participants are aligned
Facilitate executive meetings by developing presentations, capturing clear decisions, notes, and action items, and keeping discussions focused and outcome-driven
Drive follow-through on action items and key initiatives, ensuring accountability and timely execution across the leadership team
Coordinate domestic and international travel, including detailed itineraries, logistics, and contingency planning
Prepare accurate, timely, and policy-compliant expense reports
Plan and execute team meetings, offsites, and team-building events, including logistics, materials, and communications
Build and maintain tools, templates, and tracking systems to improve executive team effectiveness, visibility, and communication
Identify and implement process improvements to streamline workflows, reduce inefficiencies, and support large team coordination
Serve as a liaison between executives, internal teams, and external partners, ensuring alignment and clear communication
Draft, edit, and manage communications on behalf of executives
Track priorities, deliverables, and risks across the executive team, proactively escalating issues as needed
Organize and maintain critical documents, presentations, and information for easy access and decision-making
Demonstrate strong business awareness to align support with organizational priorities and help drive decision velocity
Exercise sound judgment, maintain confidentiality, and operate with professionalism in all interactions
Anticipate needs, remove friction, and bring structure to a fast-paced, evolving environment