Company Description: As you know Belle Aire Creations aspires to be focus-oriented, customer driven, positioned as the top tier mid-market fragrance solution. We consider ourselves to be a truly unique company whose employees will continue to complement existing personnel and represent the goals and values of the organization. Business Industry: Fragrances/Cosmetics/Personal Care/Candles Job Title: Executive Assistant Employment Type: Full-Time Reports to: Chief Executive Officer Job Description: The Executive Assistant to the Chief Executive Officer serves as a trusted strategic partner to the CEO by providing high-level executive, administrative, and project coordination support. This position is responsible for managing complex calendars, coordinating executive meetings and travel, preparing executive communications, tracking organizational priorities, and ensuring timely execution of strategic initiatives. The Executive Assistant plays a critical role in maximizing executive effectiveness by proactively anticipating needs, coordinating cross-functional activities, maintaining executive priorities, and ensuring seamless communication across the organization. This position also provides dedicated executive support to the Chief Operating Officer and Executive Vice President through travel coordination, project tracking, and administrative support. Job Responsibilities: Executive Calendar & Scheduling - Own and manage the CEO's complex calendar, ensuring schedules remain organized, accurate, and aligned with business priorities.
- Coordinate meetings with internal leadership, Givaudan teams, customers, vendors, and external partners.
- Proactively identify scheduling conflicts, prioritize competing requests, and recommend appropriate solutions.
- Protect executive focus time while maintaining accessibility for critical business needs.
- Coordinate recurring executive meetings and leadership events.
Executive Meeting Coordination - Prepare agendas, meeting materials, presentations, and executive briefing documents.
- Ensure meeting participants receive appropriate pre-read materials in advance.
- Attend meetings as requested and capture meeting notes, action items, and key decisions.
- Monitor follow-up items and ensure commitments are completed within established timelines.
- Communicate project updates, outstanding action items, and potential risks to executive leadership.
Project & Strategic Initiative Coordination - Develop and maintain executive dashboards, milestone trackers, and project status reports.
- Track organizational initiatives and strategic priorities across multiple departments.
- Coordinate cross-functional projects involving executive leadership.
- Monitor project milestones and proactively follow up with stakeholders regarding deliverables and deadlines.
- Escalate project risks or delays that may impact business objectives.
Executive Leadership Support - Provide dedicated support to the Chief Operating Officer and Executive Vice President, including:
- Coordinate domestic and international travel arrangements, itineraries, and logistics.
- Maintain project trackers and provide routine status updates.
- Follow up with project owners regarding milestones and deliverables.
- Prepare reports and executive communications as requested.
- Demonstrated ability to anticipate executive needs, exercise independent judgment, and proactively resolve issues before they impact business operations.
Administrative & Executive Operations - Prepare correspondence, reports, presentations, and executive communications.
- Process expense reports and maintain confidential executive records.
- Coordinate executive travel, customer visits, leadership meetings, and special events.
- Serve as a liaison between executive leadership, employees, customers, and business partners.
- Maintain the highest level of confidentiality while handling sensitive business information.
- Perform other duties as assigned.
*Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities required of the employee for this job. Duties and responsibilities for this job, may change at any time without notice. Requirements
Education and Experience: - Associate's or Bachelor's degree in Business Administration or related field preferred.
- Minimum five (5) years of experience supporting C-level executives.
- Experience managing complex executive calendars and travel.
- Demonstrated experience coordinating multiple projects simultaneously.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Exceptional written and verbal communication skills.
- Strong organizational, time management, and prioritization skills.
- Proven ability to exercise sound judgment and maintain strict confidentiality.
- Ability to work independently in a fast-paced environment with minimal supervision.
- Experience supporting executive leadership within manufacturing, consumer packaged goods (CPG), fragrance, chemical, or similar industries is preferred.
- Strong interpersonal skills with the ability to build collaborative relationships across all levels of the organization.
Technology/Software: - Proficiency in Microsoft Office required, particularly Outlook, Excel, and PowerPoint.
- Familiarity with office management systems and standard office equipment.
Compensation: - Competitive market-based salary; commensurate with experience
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