Job Description
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Posting Start Date 41026
Country United States
Job Location Chicago
Job Family People Support & Facility Management
Type of contract Unlimited-term
Working mode Hybrid work
Job Id 53604
Executive Assistant
At Bel we are not just a company-we are a company on a Mission built on 160 years of bold innovation family values and a commitment to social purpose. With beloved brands like Babybel® GoGo squeeZ® The Laughing Cow® and Boursin® our snacking solutions bring more than joy they want to serve as a force for good. Our U.S. Mission To help close the critical 80 nutrition gap by making it easier for Americans to eat more fruits veggies and dairy as part of their daily lives.The company has headquarters in Chicago and New York City and operates 4 manufacturing plants in Little Chute WI Brookings SD Traverse City MI and Nampa ID.IWorkForAllForGoodWe are seeking a highly organized and proactive Executive Assistant to support our team. This role requires an individual who thrives in a fast-paced ever-changing environment and can effectively manage ambiguity. The ideal candidate will be a master of multitasking with exceptional problem-solving skills and the ability to anticipate the needs of our executives.
Specifically this role includes managing complex calendars meeting requests and travel schedules as well as preparing expense reports and reconciling statements. Internal and external visitor registration and proactive preparation of essential materials are also key responsibilities. You will lead develop and execute internal and external industry events including internal team meetings off-site company summits and various other events as needed. Key aspects include venue coordination budget management and post-event analysis. This role will be responsible for the day-to-day operations involving managing product sample requests overseeing Partnership Hospitality Fund budgets and ticket distributions and coordinating important legal documentation.
Overall this position requires strong organizational skills negotiation abilities ability to address and resolve issues promptly often with limited information and under tight deadlines adapt to changing priorities relationship management and a proactive approach to support the strategic and operational needs of various Bel Brands executives.
Essential Duties and Responsibilities
Autonomously manage complex and dynamic schedules for leadership ensuring alignment with both short-term and long-term priorities.
Provides complete calendar management in Outlook with minimal oversight proactively resolving conflicts and making logistical decisions.
Coordinates all meeting logistics including but not limited to agenda preparation drafting and distributing invites assembling materials as needed catering arrangements dinner needs and other logistics as required.
Welcome and register internal and external visitors
Lead develop plan and execute internal and external key industry and traversal events and meetings by overseeing all aspects from concept through completion for Large off-site or on-site internal meetings Annual Company Summit Strat Plan and more.
Manage all aspects of event planning and management including identifying and working with a variety of external venuesfacilities negotiating along with our Procurement team contracts maintaining and managing large event budgets and managing all on-side logistics.
Develop effective and collaborative relationships with internal and external stakeholders
Conduct post-event surveydata analysis to inform future events
Manage and coordinate welcome"team life" internal events for employees breakfasts etc.
Manages complex domestic and international travel arrangements for leadership including flights accomodations ground transportation all while resolving travel issues promptly as needed. Ensures all travel and expense activities are completed with accuracy and in a timely manner adhering to the companys Travel & Expense policy.
Operational Support
Manage product sample requests through Supply Chain team and US Cold Storage to ensure timely distribution to Agency partners. Send packages when applicable.
Manages Partnership Hospitality Fund budgets and ticket distributions for multiple partnerships.
Support and lead various in-office employee engagement or special employee eventsactivities
Act as a trusted partner to leadership and Office team balancing competing priorities and anticipating needs.
Qualifications and Competencies
Minimum degree and experience required
Minimum of 5 years of relevant experience supporting c-suite level executives Bachelors degree is a plus
Ability to work in dynamic fast-paced environment and openness to expanding and changing job responsibilities
Discretion in handling confidential material and high level of comfort liaising and interacting with directors executives and other stakeholders
Strong communication both written and verbal and interpersonal skills approachable with ability to maintain positive relationships at all levels in the organization.
Strong interpersonal communication skills and service-oriented Skilled in managing multiple tasksprojects along with the ability to work in a fast-paced team environment in a self-directed manner
Ability to adapt to and thrive in a rapidly changing business environment
Strong sense of ownership and initiative collaborative and flexible attitude with ability to execute tactics to support strategic plans
Proficient in Microsoft Office Suite
Performance Expectations
Confidentiality quality accuracy timeliness reliability attention to detail and thoroughness of work performed ability to gain the trust and respect of management coworkers maintain the integrity of confidential business and product information ability to communicate effectively and develop good working relationships with other employees is essential to accomplish goals and objectives of the Department.
Working Conditions
Work is performed largely in a hybrid office environment required 3-days in office generally Tuesdays Wednesdays and Thursdays and flexibility for up to 4 depending on schedule of visitors. Hours of work will generally be during regular business hours with at least 40 hours a week. At times there will be some variation in work hours due to special projects deadlines and other concerns related to meetings and trade shows. Periodic travel may be required. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this