Executive Assistant

Country: United States

City: Nampa

Job Family: Industrial Operations

Contract Type: Unlimited-term

Job ID: 50932

Executive Assistant

Bel, makers of iconic brands including Babybel, The Laughing Cow, Boursin, and GoGo Squeez is a growing global company that values your contributions, strives to create a sense of belonging for everyone and offers career growth and development opportunities, as well as competitive total compensation and meaningful well-being benefits from day one. For All, For Good, our company signature, reflects Bel’s commitment to sustainability and healthier and responsible food for all. The company has headquarters in Chicago (Bel Brands USA) and New York City (GoGo Squeez) and operates 5 manufacturing plants in Little Chute, WI; Leitchfield, KY; Brookings, SD; Traverse City, MI; and Nampa, ID.

Job Title: Executive Assistant (Plant)

Reports to: Plant Director

Dotted Line to: Yes: HR Manager

Number of Direct Reports: 0

Key Internal Partners: Plant Director, Human Resources, Management Team, Corporate Communications, IT

Key External Partners: Vendors, Food Suppliers, Travel Agencies, Security System Contractor, State and Local Officials

Project Management: Yes

Location: Nampa, ID

Job Summary:

This role primarily supports the Plant Director and Plant HR Manager with all administrative duties. This role also partners with plant leadership to ensure effective operation of the Nampa, Idaho plant by providing office management support in the main office and visitor entrance. The plant Executive Assistant is the lead in coordinating plant-wide celebrations and events, workshops and guest visits sponsored by the Plant Director or HR Manager. This position is the primary point of contact for site security during business hours. The Executive Assistant is also a key member of the Communications Team in the plant.

Job Responsibilities & Tasks:

• Support senior leaders (Plant Director & HR Manager) with administrative duties:
• Administrative support may include: project management, drafting/proofreading correspondence, ordering supplies, obtaining approvals/signatures, presentation and audit preparation, report generation and analysis, shipping, mailing, messengering, and other tasks as necessary
• Proactively manage Plant Director calendar and Plant Leader calendars as requested.
• Scheduling and maintaining Leadership meetings (PCS2, PCS3, and PCS5).
• Coordinate and communicate travel arrangements to Plant Director, senior leaders, and guests.
• Prepare expense reports using Concur as requested
• Send invoices to Accounts Payable for purchases made on Corporate Card.
• Anticipating the Plant Director and senior leader needs and determine necessary resources.
• Exercise independent judgment and employ advanced reasoning skills. A wide degree of creativity and latitude is expected. Entrusted with very confidential/sensitive information.
• Coordinate, schedule, and compile presentations for Townhall meetings and other large groups meetings/events
• Investigating and resolving problems on behalf of senior leaders as needed
• Coordinate logistics of plant-wide celebrations and events, workshops and guest visits sponsored by the Plant Director and HR Manager
• Plan and organize meetings/celebrations, tours, venues, food, recognition items and other details, providing logistical support as required
• Manage various projects or tasks on behalf of Plant Director for senior leaders
• Own Office Management duties such as:
• Coverage of visitor entrance/front desk during business hours
• Coordination of all visitors to the front office, using the site security system to ensure admittance only to authorized individuals
• Ensure visitors review GMP and Safety guidelines and assist with GMP attire for guests who will be touring the plant.
• Ensure visitors are checked in/out via Splan
• Maintain PPE for Corporate visits and Conferences.
• Management of main office, visitor entrance, Office Pods, Conference Rooms, and Executive Meeting room including scheduling, approving room requests, maintaining 5S standards, and maintaining the supplies and snacks (as needed) to ensure best experience and presentation.
• Perform office management tasks such as maintaining office equipment, administering the visitor access management system (Splan), proposing storage solutions, and continuously monitoring for opportunities to increase office efficiencies.
• Managing front office USPS, FedEx, UPS mail (inbox and outbox)
• Manage critical communication processes
• Upload content for the communication TV monitors
• Represent Nampa in corporate Communications Team meetings and facilitate dissemination of critical information
• Manages the Plant “Training and Meetings Calendar” to ensure effective notice to plant employees
• Maintain a list of keys issued to plant employees, manage lock bock, and audit annually.
• Act as a backup to Safety Department in creation of Badge Fobs
• Attend Leadership meetings (PCS3 and PCS5)
• All other duties as assigned
  
  

Key Performance Indicator (KPI):

Feedback from internal and external visitors; Work tasks completed on time; Budget and Travel Policy adherence

Position Requirements:

EDUCATION

• High School Diploma required
• Associate Degree or additional education beyond High School is highly desirable.
  
  

Experience

• 5 years of administrative experience in a fast-paced environment.
  
  

Skills

• Demonstrated ability to maintain confidentiality related to business, personnel, and other sensitive topics
• Demonstrated high attention to detail and commitment to quality in all aspects of job performance
• Extensive skills in Microsoft Office (emphasis on Outlook, Word, Excel and PowerPoint)
• Must be able to read, write, and speak English. French language skills are a plus.
• Must be able adapt to a rapidly changing environment
• Must be able to professionally and succinctly communicate, both written and verbal, with all levels of the organization and external parties
• Initiative, creative problem-solving and a proactive mindset are required
• Ability to model professionalism and function in a high demand, performance-driven environment
• Be proactive in developing relationships across the company
• Familiarity with international environment
  
  

Physical & Travel Requirements

• Must be able to work in normal office conditions
• Must be able to work a minimum of 8 hours per day and be on his/her feet for extended periods of time.
• Must be able to lift at least 40 pounds or more
• Must be able to wear appropriate Personal Protective Equipment (PPE)
• Must be able to travel domestically via automobile or airplane on an infrequent basis
  
  

Bel Brands is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability status or any other basis protected by applicable federal, state, or local laws. Bel Brands prohibits harassment of applicants or employees based on any of these protected categories. It is also Bel Brand’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Bel Brands is committed to recruiting, hiring and promoting people with disabilities and veterans. If you need an accommodation or assistance in using the website, please call 312-462-1500.

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