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The individual in this position is responsible for supporting Vice President of Corporate Communications with a wide range of administrative and executive support related tasks in a timely manner and with high performance standards. Able to translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Requirements

Execution, Administration, And Coordination of Activities

• Monitor calendar and schedule calls, meetings, and flow of communication
• Plan and coordinate special projects for vice president as requested
• Maintain accountability and accept responsibility for daily activities reporting to vice president on status of all activities, requests, and open items

Essential Functions

Communication and Information Management

• Compose, draft, proof, edit, and finalize correspondence including meeting invitations, follow up e-mail and other documents
• Review incoming tasks and actions from the team to ensure prioritization and success of the vice president regarding deadlines

• Create and maintain accurate paper and electronic filing ensuring documents are sent to headquarters and securely destroyed according to companys document retention policy
• Familiarity with companys policies as outlined in the handbook and online, including but not limited to, travel, record retention and leave polices.
• Maintain an updated job description and desk procedures manual for your position

Planning

• Handle planning logistics for vice president and communications directors for trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with organization policy
• Monitor vice president and communications directors calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of attendees involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various company off-site meetings as requested in an upbeat and professional manner
• Facilitate the successful implementation of projects initiated by vice president and/or communications directors.

Detail Management/Coordination

• Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including:

• Correspondence
• Travel arrangements

• Timelines
• Meetings, agenda times, participants confirmation
• Calendar coordination and cross-checking of facts
• Coordination with other Dairy MAX team members
• Spreadsheets and PowerPoint presentations

• Outlook contact database

Education and Experience

Five plus years experience supporting high profile executive; college degree preferred

Knowledge, Skills and Abilities
Knowledge:

• Excellent writing, editing, and verbal communication skills
• Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations
• Excellent diplomatic skills; skilled at developing and maintaining personal and business relationships
• Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
• Superior time management skills; critical thinker with strong attention to detail

Skills:

• Experience working with high-level executives
• Critical thinker; excellent judgment
• Excellent verbal and written communication skills; presents ideas clearly and concisely
• Team player capable of working in a way that reflects the organizations core values and principles (passion, trust, connection)

Abilities:

• Ability to manage confidential information with complete discretion
• Ability to work cooperatively and collaboratively with a team of individuals to make the work of the group successful and effective.
• Ability to prioritize and schedule duties independently in order to meet goals without direct supervision.
• Acts as a team player, including taking on additional tasks to support colleagues and the organization and offering to help before being asked
• Contribute your talents and efforts to a productive, pleasant and safe working environment

Benefits

Not available for this position. This is a contracted role.