What are the responsibilities and job description for the Executive Support Specialist position at Mezzetta?

About Us : Since 1935, we've been on a mission to bring a little extra happiness to everyday life and inspire connections over food. We select the finest ingredients the world has to offer, craft premium products made with love, and never settle for shortcuts. We believe that when we share our food, we share a part of ourselves - and that's the only way we'd put our name on it.

Today, our small family company has grown into a national leader in specialty olives, peppers, and sauces under the leadership of CEO Jeff Mezzetta, and our commitment to quality has never wavered. With an 80-year legacy behind us and a bright future ahead, we're seeking passionate, driven candidates to help us bring our cherished family traditions to a new generation.

The ideal candidate will have an immediate connection to our Core Ingredients :

Crunchy Crunchy : We are hungry for excellence.
Own It : We think and act as an owner - with appetite, initiative, and responsibility.
Connection : We build authentic relationships that foster trust and open communications.
Vibrance : We come to work eager and passionate about fulfilling our vision. When we share our work, we share a part of who we are.

The Role :

We are seeking a highly organized, proactive, and detail-oriented Executive Support Specialist to assist in providing comprehensive support to a team of seven executives. The ideal candidate will possess excellent multitasking abilities, exceptional communication skills, and a strong commitment to confidentiality and professionalism.

What you'll do :

Assist the Executive Assistant in managing calendars, scheduling meetings, and coordinating travel arrangements for seven executives.

Prepare and edit correspondence, reports, presentations, and other documents as needed.

Organize and maintain filing systems, both electronic and paper, ensuring easy retrieval of information.

Schedule and coordinate meetings, including booking conference rooms, arranging catering, and preparing meeting materials.

Attend meetings to take minutes and follow up on action items as required.

Ensure executives are well-prepared for meetings with necessary materials and information.

Serve as a point of contact for internal and external communications, including screening and directing phone calls, emails, and other inquiries.

Maintain a high level of professionalism in all interactions, ensuring confidentiality and discretion.

Assist with planning and coordinating domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.

Prepare travel expense reports and ensure timely reimbursement.

Help organize and coordinate executive events, conferences, and off-site meetings.

Manage logistics, including venue selection, catering, and attendee registration.

Provide support for special projects and initiatives as assigned by the Executive Assistant or executives.

Conduct research, compile data, and prepare reports or presentations as needed.

Assist in maintaining a well-organized and efficient office environment.

Order and manage office supplies, equipment, and other resources.

Assist with the preparation and processing of purchase orders, ensuring accuracy and compliance with company policies.

Liaise with the finance department to ensure timely and accurate processing of invoices and reimbursements.

Maintain records of financial transactions and provide regular updates to the Executive Assistant and executives.

What you'll need to be successful :

Proven experience in the Administration field as an Executive Support Specialist or in a similar support role, preferably in a corporate environment.

Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

Superior written and verbal communication skills.

High level of integrity and discretion in handling confidential information.

Strong interpersonal skills and the ability to work effectively with cross functional departments.

Flexibility and adaptability to handle changing priorities and urgent tasks.

Professional demeanor.

Pay Range

90,000-$105,000 USD

Our Commitment to an Inclusive Workplace :

At Mezzetta, we embrace diversity and strive to create an inclusive environment where you know you belong. Part of that commitment includes a zero-tolerance policy and being an Equal Opportunity Employer that prohibits discrimination and harassment of any kind. All employment decisions at Mezzetta are solely based on merit, qualifications, abilities and business needs, without regard to race, color, religion or belief, gender, sexual orientation, gender identity / expression, age, marital status, national origin, disability, military or veteran status, family or parental status, pregnancy, or any other status protected by law. All of us share in the responsibility of fulfilling this commitment and creating a culture where our team can thrive.

Salary : $90,000 - $105,000

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