Executive Assistant

We believe being healthy should not require tradeoffs. SCN BestCo is a leading innovator, developer and manufacturer of Vitamin, Mineral & Supplement (VMS), Over-the-Counter (OTC) and prebiotics/probiotics in enjoyable forms such as gummies, lozenges and chews. With over 50 years of excellence, our team leads the way in changing how consumers make healthier choices.  With unique food science expertise and proprietary processes, we’ve pioneered many firsts.  The fire in our belly to create new to the world products has guided and continues to be core to our mission of making health and wellness more enjoyable. Come join us and become a part of our winning formula!

The Executive Assistant reports directly to the Chief Financial Officer (CFO) and conducts work for the executive team (ELT), as needed. This role manages a broad variety of administrative tasks including managing an active calendar of appointments; preparing meeting and presentation materials; arranging travel plans, itineraries, and agendas; conducting office management duties; planning meetings and events; and ensuring comprehensive administrative support to the broader ELT. In addition, this position is responsible for ensuring the efficient operation of the Corporate Headquarters office serving as the primary point of contact for office operations, facilities coordination, and vendor management.

• Provide executive support to the CEO, CFO, and broader Executive Leadership Team, as needed.
• Manage the calendars of the CEO and CFO using Outlook and Teams, which includes scheduling/monitoring deadlines, coordinating business and personal appointments and meetings, scheduling and planning heavy travel, organizing conference calls, company and networking events and outings, etc.
• Oversee general office management responsibilities, such as liaising with building facilities, ordering supplies, assisting visitors, etc.
• Coordinate all aspects of the Executive Leadership Team’s travel. Arrange flights, car rentals, hotels, shipment of appropriate materials, reservations, and trip itineraries. Manage subsequent expense reporting accordingly.
• Coordinate on and off-site meetings for the Executive Leadership Team. Set-up programs, events, and conferences by arranging for facilities and caterers, issuing information/invitations, booking travel for guests, and ensuring programs run smoothly.
• Assist in the preparation of presentations and organize files (hard and soft copy) for maximum utilization.
• Liaise with other executives, associates, and employees as necessary; preparing reports and other confidential material.
• Assist in projects initiated by the team.
• Manage relationships with office vendors, including Property management, Coffee and beverage suppliers, Cleaning services, Office supply vendors, Technology and building access providers
• Manage inventory and replenishment of office and kitchen supplies, including  coordinate recurring purchases through approved vendors and company purchasing processes.
• Coordinate conference room scheduling and readiness, including support audiovisual and video conferencing equipment setup.
• Maintain office directories, seating charts, workplace records, parking management and aAdminister office badge and building access processes.
• Ensure compliance with required workplace postings and safety requirements.
• Coordinate catering and meeting logistics for internal and external meetings.
• Maintain the highest level of integrity, customer service, and confidentiality in all facets of this position.

Education & Experience:

• Associate's or Bachelor's degree in Business Administration, Hospitality, Communications, or related field
• 5+ years of experience in office management, executive administration, workplace services, or facilities coordination.
• Experience supporting senior executives or C-level leadership preferred.
• Experience with expense reporting and calendar management required.

Knowledge, Skills, & Abilities (KSAs):

• Strong communication, organization, time management, and collaboration skills.
• Advanced professional writing and verbal communication skills.
• Highly resourceful team-player, with the ability to also be extremely effective independently and exercise sound judgment.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff and board members.
• Exceptional organizational skills and superior attention to detail.
• 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.
• Experience with the most current versions of MS Office applications (Teams, Word, Excel, PowerPoint & Outlook).
• Ability to communicate effectively, verbally and in writing, with internal staff and management. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. 
• Demonstrated practical problem solving and troubleshooting skills. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Associates degree or related administrative certification.
• Experience with Concur.
• Office management experience.