Administrative Assistant – Corp Comm, FIR

This is a fully remote position, open to applicants in Texas.

📋 Description

• Accountable for providing comprehensive support to Corporate Communications and Farmer Industry Relations through a variety of administrative and executive assistance tasks.

• Capable of converting and predicting requests and requirements into feasible objectives while effectively managing the processes to achieve these goals.

⛳️ Requirements

• Oversee calendars and arrange calls, meetings, and communication flow.

• Organize and coordinate special projects for the vice president as needed.

• Maintain accountability for daily activities and report to the vice president on the status of all tasks, requests, and outstanding items.

• Compose, draft, proofread, edit, and finalize various correspondence, including meeting invitations, follow-up emails, and other documents.

• Assess incoming tasks and actions from the team to ensure prioritization and success for the vice president concerning deadlines.

• Create and manage accurate paper and electronic filing systems, ensuring documents are forwarded to headquarters and securely disposed of according to the company’s document retention policy.

• Have knowledge of the company’s policies as specified in the handbook and online platforms, including but not limited to travel, record retention, and leave policies.

• Keep an updated job description and desk procedures manual for your role.

• Manage travel logistics for the vice president and directors, providing detailed itineraries, agendas, directions, and backup materials; prepare timely and accurate expense reports according to organizational policy.

• Monitor the calendars of the vice president and directors, anticipating potential issues related to scheduling, meeting preparation, attendee needs, and requests for meetings and calls; promptly communicate any confirmed or potential changes to relevant parties.

• Schedule and coordinate meetings and executive events, informing attendees of dates and times, reserving meeting spaces, ensuring necessary equipment/materials are available, and coordinating hospitality services as required; assist with various company off-site meetings in a positive and professional manner.

• Aid in the successful execution of projects initiated by the vice president and/or directors.

• Produce work that is thorough and detail-oriented; focus on all necessary aspects and deliver timely results in all areas, including:

• Correspondence

• Travel arrangements

• Timelines

• Meetings, agenda times, and participant confirmations

• Calendar coordination and fact-checking

• Collaboration with other Dairy MAX team members

• Spreadsheets and PowerPoint presentations

• Outlook contact database

🏝️ Benefits

• Not available for this position.