Executive Assistant II (Ada, MI, United States, 49355)

Job title:                             Executive Assistant II

Department / Division:      Nutrition/Research & Development

Salary Range                       $26.77/hr - $33.06/hr

Location:                            Ada, MI (Onsite)

What We’re Looking For:

We are looking for an Executive Assistant to provide administrative support. This position will involve working as part of a team and collaborating with other executive assistants not only in the R&D Division, but across the company.  Key activities include managing busy schedules with multiple time zones, coordinating travel, expense reports, purchase orders, shipping, etc.  This role will also support the department(s) by coordinating activities that foster an engaging, fun, and inclusive work environment. 

You will report directly to the Vice President of Global Nutrition, Discovery, Science, and Plant Innovation.  You will also provide administrative and coordination support for the 30+ university and industry partners with whom Amway collaborates.  For these external partners, you will support executing contracts, relationship logistics, and supporting travel arrangements.  

You may also be asked to assist members of their team with light-touch tasks as they come up. You will be someone that the department relies on to represent the department, division, and company in a positive, friendly, and professional manner.

Responsibilities include but may not be limited to: 

• Managing calendars for VP and Managers - includes scheduling meetings across multiple time-zones, including recurring one-on-one meetings, leadership meetings, and department meetings. 

• Managing international and domestic travel plans and processing of expense reports. 

• Coordinating a variety of departmental events, or programs, which may comprise managing logistics, scheduling, coordination of calendars, preparation and distribution of meeting materials, taking meeting minutes, managing attendee lists, and coordination of room reservations/catering. 

• Creating and managing purchase orders and acting as a liaison between the department and vendors to assist in the timely processing of invoices for payment. 

• Creating and managing internal material requests, ordering kitchen and office supplies, including stocking and replenishing consumables for staff use.    

• Utilizing word processing software and/or network mail systems to produce correspondence, reports, compilation of data, analysis of information, formatting of presentations, and/or conducting research, proofreading and editing documents as needed.  

• Coordinating SRAs for shipping. 

Required qualifications:

• Minimum 1 years of related experience as an Administrative Assistant, Executive Assistant, or Office Manager
• Experience working on international travel

Skills to be successful in the role:

• Ability to prioritize projects and multi-task in a fast-paced office environment.
• Ability to communicate effectively with individuals at all levels of an organization
• High level of integrity and discretion in handling confidential information.
• Willingness to learn new systems and processes required for the role.
• Attention to detail and well-developed organizational skills are a must.
• Excellent problem solving skills.
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Teams, Excel) and SharePoint.
• Flexibility to pivot and reprioritize work as needs arise.
• Self-motivation and the ability to work independently as well as part of a team with flexibility to learn and to take initiative on a variety of tasks and projects.

Amway does not provide immigration-related sponsorship for this role.

What’s special about this team:

We are a dynamic and highly collaborative R&D organization that connects scientific, technical, and operational expertise to drive innovation and business success. Team members work across functions, markets, and disciplines, creating an environment built on partnership, agility, and a shared passion for solving complex challenges.