Executive Assistant
Location: US, WI, Milwaukee
Employment type: Full-time
Required experience: Associate
Required education: Bachelor's Degree
Function: Manufacturing
Company profile: We just built the factory of our dreams.The Bio Springer plant in Cedar Rapids, Iowa opened in 2010. This state-of-the-art, automated facility is located next door to the Lesaffre Red Star plant, which supplies our raw material. This close proximity allows us to eliminate truck deliveries and reduce our carbon footprint, just part of our commitment to sustainability.Because the plant is also located in the heart of Iowa’s famed cornfields, we take advantage of the natural resources the location provides, and have developed a technique to grow our yeast on corn. The advantage of using corn is its exceptionally consistent color and flavor, which helps produce predictably high-quality yeast products.
Description: Scope of the position: provide effective administrative and general support to the CEO. Arrange national/international travel plans and process travel expenses report for the CEO and management team. Coordinate appointments, organize meetings and company events. Provide basic back-up support to Finance/Accounting department.Primary Duties and Responsibilities include the following. Other duties may be assigned. Assist the CEO in managing his calendar utilizing MS Outlook and schedule appointments. Manage shared calendars as assigned.Prepare travel itineraries and expense reports for the CEO and management team as needed.Organize and coordinate internal and external meetings or company events.Screen mail, telephone calls and email correspondence and respond to routine correspondence independently as agreed.Initiate routine and some non-routine correspondence.Organize and manage the CEO paper and electronic files.Takes notes and prepare minutes for management meetings as needed.Prepare complex presentations or reports using advanced features of MS Office Suite.Maintain price offers databases.Maintain strict confidentiality of all the CEO and company correspondences as well as personal matters.Represent the Company in a professional manner.Act as the main contact point/entry point for BioSpringer North America, for communications & requests coming from the Lesaffre GroupSecondary Duties and Responsibilities Provide administrative support for the management team.Provide basic backup for Staff Accountant.Provide basic backup for Plant Admin/HR Assistant.Complete special projects as assigned.
Requirements: Education and/or Experience                                                  Bachelor's degree (B. A.) from four-year college or university; or five to ten years related experience and/or training; or equivalent combination of education and experience.  Experience in a multicultural company preferred. Experience in a manufacturing company or Food Industry preferred. Language Skills                                              Proficiency in a second language preferred but not required – French or Spanish. Computer Skills                                              To perform this job successfully, the candidate must have advanced knowledge of Microsoft Outlook and Microsoft Office, especially Excel and PowerPoint. For example, must have ability to create pivot tables and complex graphs from spreadsheet data tables. Experience with SAP system is a plus.Other Qualifications                                                   Travel: estimated at 5% or less. Travel may be more frequent in the first 3- 4 months during the training period.Supervisory Responsibilities                                                   N/AAbilities and CompetenciesTo perform the job successfully, an individual should demonstrate the following abilities/competencies:Must be able to build relationships, interact and communicate with individuals at all levels of the organization.Must be able to provide continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.Must be able to maintain the highest level of confidentiality while handling company information and CEO correspondences.Ability to schedule appointments, travel, conference calls and meetings for multiple individuals across multiple time zones.Communication – Superior written communication skills. Ability to draft memos, write meeting minutes or prepare professional presentations with minimum directions. Ability to work with people for whom English is not their native language.Multi-tasking – Able to coordinate and manage tasks and projects in a fast-paced office environment, in a concurrent, efficient and timely manner.Detail Orientation – concerned with ensuring the accuracy, quality and orderliness of work and information.Analytical Thinking – Able to interpret, sort and reorganize data tables and charts.Problem Solving – Able to identify and resolve problems in a timely manner; Gather and analyze information skillfully; Develop alternative solutions; Use reason even when dealing with emotional topics.Basic understanding of accounting and financial reports.Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Language Skills                                              Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.Mathematical Skills                                                    Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Reasoning Ability                                           Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.
Benefits: Effective first day of employment: Medical, Dental, Vision, Short and Long Term Disability, Life and Accidental Death and Dismemberment Insurance, Paid Vacation, Holiday and Sick time.  401K with Company Match and Discretionary Contribution. This position is full time, exempt position and bonus eligible. 
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