Executive Assistant - TIC Gums
ResponsibilitiesTIC Gums is a global leader in food texturizer and stabilizer solutions. Food and beverage companies rely on TIC Gums to improve the texture, stability, consistency, nutritional profile, and shelf appeal of their products. Legendary customer service, high quality standards, and the unrivaled knowledge of our Gum Gurus® has made TIC Gums the industry leader for more than 100 years. SUMMARY: Reporting directly to the President, the Executive Assistant provides comprehensive support to ensure a responsive and effective organization. The Executive Assistant also serves as a liaison to the executive management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be self-motivated, creative and enjoy working within a small business environment (within a corporate Parent company umbrella) that is mission-driven, results-driven and customer oriented. The ideal individual will exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance among demands and priorities. The Executive Assistant works independently on identified projects, from conception to completion, and must be able to work fast-faced to handle a wide variety of activities and confidential matters with discretion. ESSENTIAL DUTIES and RESPONSIBILITIES include the following: Executive Support: Overview Completes a broad variety of administrative tasks for the President including, but not limited to: managing an extremely active calendar; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Mission and Vision Develop a clear understanding of business priorities including the vision framework, strategy, and strategic initiatives and obtain a clear understanding of the priorities and objectives for the President and the organization. Time ManagementProvides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President\u2019s time and office. Works closely and effectively with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Has a sense for the issues taking place in the company and keeping the President updated. Helps drive efficiencies in how the President is spending their time to help to make sure objectives are as easily met. CommunicationCommunicates directly, and on behalf of the President, with various constituencies including but not limited to staff, customers, and partners, on matters related to the President\u2019s strategic and operational initiatives. Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support. Successfully completes critical aspects of deliverables with a hands-on approach, including internal and external correspondence, and other tasks that facilitate the President\u2019s ability to effectively lead the organization. Project ManagementResearches, prioritizes, and follows up timely on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with aggressive deadlines. Continuous ImprovementRegularly evaluates methods, procedures, skills and talents to enhance future project outcomes, internal and external satisfaction. Seeks opportunities to learn and grow, takes a disciplined approach to personal development, and pursues stretch assignments and objectives. Improves processes, systems, and procedures to enhance efficiency and productivity. Communications, Partnerships, and OutreachManage President\u2019s Board of Directors, professional association and community outreach memberships and commitments. Ensures that the President's bio/executive profile is kept updated. Responds to requests for materials regarding the President and the organization in general. Actively participate as a member of TIC Gums Community Collaboration Committee. Collects and receives all incoming mail for the President, sorting, routing, and taking the appropriate actions. Executive Leadership Team (ELT) LiaisonSupports the ELT including assisting in scheduling, planning and attending meetings, where required. Coordinates resources, calendar appointments and logistics; create all agendas, pre-reads and PowerPoint presentations; attend to capture minutes and action items; ensure follow-through on actions items identified for the following meetings: Executive Leadership Team Weekly Calls Executive Leadership Team Monthly Meetings Executive Team Leadership Off-Site Meetings Monthly Leadership Team Meetings Quarterly All-Hands Meetings Operations Support and facilitate cross-divisional coordination of company initiatives, making sure all roads are well-paved for the President\u2019s activities and ideas to proceed unhindered. Key Success Factors Commitment to ongoing personal and professional development by actively participating in training and development offerings and applying learning within the context of planning and executing work. Expertly organized and always thinking one step ahead by anticipating your executive\u2019s needs. Communicate updates frequently ensuring that the executive(s) are always on their "A" game to represent the organization. Master of communication with strong speaking and writing skills. Because an assistant frequently speaks on behalf of their executive, you have the ability to convey an air of authority, competence and clarity. Keep the executive\u2019s priorities front and center and functioning as the executive\u2019s \u201ceyes and ears\u201d you can handle the tasks that are not a good use of the President\u2019s time. You are adept at getting things done and actively managing the President\u2019s business to keep them from being distracted by non-essentials. Capable of managing multiple competing priorities while maintaining accuracy and timeliness. Passionate about the company and purpose; an unyielding obsession for growth for the team and bring positive personal energy. You\u2019re committed to company culture through the alignment of personal behaviors with the company\u2019s values in the ongoing pursuit of the company\u2019s mission. EDUCATION and/or EXPERIENCE: Associate\u2019s degree or equivalent in Business Administration or related field desirable. Bachelor\u2019s degree preferred. Greater than two years\u2019 experience supporting executives or equivalent combination of education and experience required. OFFICE EQUIPMENT / COMPUTER EXPERIENCE:Proficient computer skills including office technologies (ex. Word, Excel, Outlook, Power Point, Visio, MS Project, Adobe, Sharepoint). Proficiency level as follows:Outlook: Intermediate+ - AdvancedPowerPoint: Intermediate+ - AdvancedExcel: Intermediate+ - AdvancedWord: Intermediate+ - AdvancedVisio/MS Project/Sharepoint: Basic Ability to use all necessary office equipment, fax machines, calculator, postage machine, copiers, etc. LANGUAGE SKILLS: Excellent verbal and written communication skills. Ability to compose presentations, agendas, action items, emails, letters and other documents using modern business style and formatting. OTHER SKILLS and ACTIVITIES: Must maintain confidentiality as necessary Must have strong attention to detail with a high degree of accuracy Must be highly organized and flexible Must be able to gather and analyze information and exhibit sound judgement and problem solving skills Must possess the ability to multitask and meet changing deadlines Must be self-directed and able to complete projects with limited supervision Must have computer proficiency in applications such as Microsoft Office TRAVEL: Occasional travel between TIC locations; Occasional local travel.