What are the responsibilities and job description for the Executive Administrative Assistant, Corporate position at Taco Family of Companies?
As a family-owned and operated company, we feel a special obligation to the employees who comprise our Taco family. We are committed to offering employees access to the tools necessary to live long and productive lives. We strive to instill in all of our employees:
- A positive mental attitude that helps us to be a leader in the industry
- A commitment to building strong relationships, both inside and outside the organization
- A desire to learn, grow, and contribute to moving our strategy forward
- A need to create and to innovate
Employment Type: Regular Full-Time
Shift: 1st Shift
Work Status: Hybrid
Position Summary:
The Executive Administrative Assistant for Corporate supports the Executive Leadership Team (ELT) by managing complex administrative tasks and confidential details. Key responsibilities include coordinating meetings, arranging domestic and international travel, and processing expense reports. This position requires proactive problem-solving and effective communication with stakeholders.
Measures of success:
- Expense reports complete, accurate and submitted according to policy
- Anticipates the executive's needs and helps them stay focused and productive
- Builds rapport and communicates clearly and professionally with the ELT and other staff and partners
Responsibilities:
Responsibilities include but are not limited to:
- Assist and relieve executives of administrative functions, handling complex situations and conflicts.
- Compose correspondence and summarize incoming materials, meetings, and specially gathered information.
- Note commitments made by executives during meetings and arrange for staff implementation.
- Arrange for staff representation at conferences and meetings, establish appointment priorities, and manage invitations.
- Schedule appointments and correspond with stakeholders.
- Arrange domestic and international travel, ensuring schedule requirements are met and resolving travel interruptions at a global level; complete and submit travel documents (e.g., visas, Global Reentry, TSA), ensuring travel profile is complete in Concur.
- Verify, correct, complete, and process expense reports within policy guidelines.
- Set up internal and external meetings, including logistics, attendance lists, notifications, and space planning per Executive Leadership Team (ELT) member needs and requirements
- Facilitate onsite tours in Cranston and Fall River, coordinating with necessary functions across the organization.
- Develop and maintain records, files, and spreadsheets related to responsibilities.
- Perform administrative services such as filing, mailing, invoice coding, and other assigned actions.
- Complete project-based work accurately and on time.
- Anticipates ways in which executive time may be saved.
- Handle confidential details and perform administrative functions based on company policy.
- Perform other duties as requested.
Qualifications
Required:
- 3 years of administrative support experience required; experience in manufacturing a plus
- Expert-level proficiency in Microsoft Office (PowerPoint, Excel, Word and Outlook with abilities in complex scheduling)
- Able to maintain confidentiality, build trust and relationships across diverse employee levels
- Customer service approach, professionalism and positive attitude are essential
- Sense of urgency and ability to adapt amidst a rapidly changing environment
- Thoughtful and proactive in addressing emerging issues
- Adept at solving problems
- Adapts to change and shifts in priorities easily
- Able to manage multiple projects effectively
- Strong event planning and organizational skills
Work Environment
This position works primarily in an office environment using computer and technology. Verbal and auditory capability are required. Occasional exposure in production plant where large equipment and noise are prevalent. Safety gear is required in these areas.
This position may work from home up to 2X/week if performance is in good standing
Benefits
With nearly 1,000 people working at Taco worldwide, each with their own story, you will discover a sense of community and diverse, intelligent colleagues who help us innovate, create and explore.
Taco employees benefit from a company that:
- Provides competitive salaries and benefits
- Offers tuition reimbursement, career development, and on-site training programs in our learning center
- Believes in sharing profits with its employees
- Is mindful about family, health and well-being
- Fosters conditions that allow people and communities to reach their full potential
- Embraces and celebrates diversity
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