Executive Assistant

Why you will love working at Maola: 

• Owned by a cooperative of family farmers who are passionate about cultivating sustainable dairy goodness and bottling fresh Maola brand milk and dairy products.
• 100 years of dedicated stability and growth across 11 states.
• Competitive pay, Medical, Dental, Vision, 401(k), Life Insurance, Time Off Provisions, and more, available no later than one month after hire.
• Our employees are an integral part of who we are — what you do and what you think matters.

SUMMARY

As the Executive Assistant, the person in this role will exercise discretion and judgment in performing administrative duties directly related to the core operations of the organization. The Executive Assistant provides advanced, diversified, confidential assistance and administrative support. These duties include being the primary support and point of contact for the CEO, Executive Leadership Team, and Board of Directors; managing their schedules and coordinating travel; managing and prioritizing communications; and participating in meeting preparations and support. The Executive Assistant will also assist other members of the organization with administrative support. The Executive Assistant also serves as Office Administrator, representing the company to visitors and members, and ensuring smooth and efficient office operations and support. The Office Administrator will also serve as a key point of contact with other personnel working remotely. The Executive Assistant also manages the corporate office, corporate billing, travel programs, expense reports, event management, special projects, and administrative support team.   

ESSENTIAL DUTIES AND RESPONSIBILITIES

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.

• Providing administrative support to the Chief Executive Officer, Executive Leadership Team, and Board of Directors, including managing schedules and communications, maintaining calendars, and coordinating travel.
• Assisting CEO by performing electronic document management, maintaining filing systems, including uploads and document retrieval.
• Answering and prioritizing phone calls directed to CEO, determining which are the highest priority.
• Providing administrative support to other members of the organization, including making travel arrangements, creating PowerPoint slides, and sending messages.
• As Office Administrator, ensuring smooth and efficient office operations, including:
  • Managing general phone calls and inquiries that come to the office.
  • Managing schedules as needed for the use of offices and conference rooms.
  • Monitoring inventory and purchasing supplies for office and break room/kitchen supplies.
  • Assisting in managing ingoing and outgoing general correspondence, emails, and packages.
• Filing and organizing records.
• Ordering any needed repairs of office equipment and coordinating with vendors.
• Managing relations with the landlord of the office.
• Serving as a key point of contact with other personnel working remotely.
• Assist with the planning of board events and conferences.
• Prepare and maintain reports, schedules, and daily correspondence.
• Serve as point of contact for Executive Leadership Team and CEO including managing telephone coverage, visitors and resolving routine and complex inquiries.
• Uphold the highest level of professionalism and discretion when handling highly confidential information.
• Be a friendly and collaborative self-starter and team player with the ability to develop positive relationships with superiors, peers, vendors, members, and the public.
• Anticipate office support needs and address them proactively.
• Create and review documents, ensuring grammar and spelling issues are corrected.

SUPERVISORY RESPONSIBILITIES

• Leads the administrative support team. 

BASIC REQUIREMENTS

•  At least a high school diploma or GED is required; a bachelor’s degree is preferred.
• At least 5 years of C-level executive administrative support experience required.
• At least 2 years of Board of Directors administrative support experience required.
• At least 2 years of team management experience required.
• At least 10 years of executive administrative support experience is required.
• At least 2 years of experience using Microsoft Office products (Excel, PowerPoint, Word, Outlook).

 COMPETENCIES

• Communication
• Communicate clearly and effectively through multiple channels – oral, written, visual, and non-verbal – ensuring our messages are understood and delivered appropriately, whether in-person or digitally.
• Accountability
• Take responsibility for actions and anticipate challenges before they arise.
• Solve problems both within and outside of departments, proactively addressing issues as they occur. 
• Customer Focused
• Prioritize understanding and meeting both internal and external customer needs.
• Ensure high levels of satisfaction and loyalty by anticipating customer requirements and striving for exceptional service.
• Initiative
• Proactive in identifying opportunities and addressing potential threats.
• Act independently and decisively, rather than waiting for situations to demand action.
• Problem-Solving
• Possess the ability to identify and address complex issues with minimal guidance.
• Skilled at analyzing challenges and finding practical, effective solutions. 
• Collaboration
• Take responsibility for deliverables while also supporting others to ensure that collective goals are met.
• Able to work harmoniously with others toward a common goal, recognizing and valuing each person’s contributions, is fundamental to successful collaboration. 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is frequently required to stand and walk.  Specific vision abilities required by this job include close vision for computer work and ability to adjust focus.  The employee may occasionally lift and/or move up to 15 pounds.   

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The individual would encounter normal office environmental conditions.
• The noise level for the work environment would be considered in the moderate range (example: computers, printers, light traffic).

Maola Local Dairies, owned by the farmers of Maryland & Virginia Milk Producers Cooperative Association (MDVA), sustainably produces a full suite of nutritious dairy products through our network of six dairy processing plants. With a keen eye on quality, freshness, and love for the environment, Maola delivers dairy products that are both nutritious and sustainable to our local communities. For more information about Maola, please visit www.maolamilk.com.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.