Executive Assistant NutraStar

Job Type: In-person / Full-time

Must be comfortable commuting daily to Farmingdale, NJ.

Company Overview

NutraStar has been producing high-quality nutraceutical supplements for over a decade. Our dedication to quality, service, partnership, integrity, and range has propelled us to the top tier of global supplement manufacturers. Our products are made on-site in a world-class manufacturing facility, and we serve hundreds of loyal clients each year who know we're the real deal.

Full Job Description

We're looking for an energetic and service-minded Executive Assistant to support our Chief Operating Officer (COO). This person is responsible for supporting this leader to optimize their time spent on strategic, high-impact initiatives and personal interactions. You do this by organizing and protecting their time, proactively supporting their administrative needs, jumping in to assist with projects large and small, and acting as an ambassador to the broader organization.

Primary Responsibilities

• Work side-by-side with the COO to complete projects.
• Facilitate and lead complex multi-functional projects that have organizational-wide impact.
• Support the COO in the overall communications strategy across the business, as well as coordinate planning of internal/external events, trade shows, meetings.
• Provide insightful, data-driven strategic recommendations to the leadership team.
• Prepare presentations and communicate findings to management and the broader organization.
• Build positive relationships across all functions, partnering closely with all internal stakeholders.
• Business partner with operational leadership to ensure teams are aligned and delivering against business objectives.

Provide Administrative Support

• Act as the primary point of contact for administrative requests of and by the COO, realizing you're often the first impression for strategic relationships (clients/employees).
• Prioritize responsiveness. Be readily available to assist with requests regardless of when they're submitted.
• Manage the COO's calendar in accordance with their strategic priorities, personal preferences, and family commitments. Facilitate and coordinate all logistics for their meetings and proactively schedule meetings on their behalf based on strategic priorities and relationships. Proactively confirm appointments with key constituents and exercise good judgment in making on-the-spot decisions regarding the best way to handle conflicts.
• Manage the COO's travel arrangements in accordance with the trip's intent, their personal preferences, and family responsibilities. Be available to assist with ad-hoc changes, missed flights, and other issues while they're on the road.
• Facilitate and develop presentations, letters, and spreadsheets in support of executive meetings and special projects.
• Assist the COO with project management and meeting facilitation. Assist them in prepping ahead for a meeting by creating agendas and suggesting topics, then attending those meetings, taking notes, and seeing action items to completion.
• Upon request, preview, manage, and respond to emails on behalf of the COO.
• Think ahead and anticipate needs that the COO may not think of.
• Solve logistical problems in real-time.
• Document and automate as much as possible to help create additional redundancies and efficiencies within the organization.

Be Service Minded

• Go above and beyond to provide an exceptional customer experience to all constituents - prospects, clients, and employees. Be readily available to connect all individuals to the appropriate person for help and go out of your way to provide assistance even if it's outside the realm of responsibility.
• Plan and execute special programs designed to build strong relationships and rapport with the market (client communications, executive sponsor program) and our employees (policy roll-outs, education sessions).
• Make all employees feel important, valued, and respected while managing access to the executive team. Keep your eyes and ears open for exceptional successes. Assist the COO in proactively thinking of ways to demonstrate appreciation such as recognizing birthdays, anniversaries, or a job well done.
• Facilitate strong working relationships with the leadership team. Identify and do 'the little things' that make a big difference.

Requirements

• Bachelor's degree.
• 5 years of experience providing support for senior leaders.
• Impeccable attention to detail.
• Ability to complete complex tasks quickly with little to no guidance and react with appropriate urgency to situations that require quick turnaround.
• Strong organizational, written communication, and interpersonal skills.
• Demonstrated ability to design and improve processes.
• Ability to prioritize and manage multiple assignments at any given time.
• High level of integrity and discretion.
• Ability to work efficiently and effectively with minimal supervision.

Nutra Star is an equal opportunity employer. It is the policy of Nutra Star, Inc. to recruit, hire, train, promote, transfer, and compensate our associates and provide all other conditions of employment without regard to race, color, creed, religion, national origin, age, sex, gender identity, genetic information, marital status, lawful alien status, sexual orientation, physical or mental disability, citizenship status, veteran status, employment status, or any other basis prohibited by applicable law.