Administrative Assistant

The Administrative Assistant supports the leadership of the Dairy and Frozen divisions. The person in this role is responsible for performing administrative tasks in support of the divisions’ growth and continued success.

Core Functions / Minimum Requirements

The core functions of this position include, but are not limited to, the following :

Perform administrative duties :

• Answer phone calls in a polite and professional manner and forward messages as needed
• Calendar maintenance for division leadership, Vice President and Managers; including prioritization, reminders and coordination across departments
• Check daily interoffice mail and external mail
• Maintain functionality of and schedule service for printers, copiers and fax machines
• Order and maintain office supplies
• Maintain the two division’s Org Charts
• Send out biweekly Divisional communications to membership and stores
• Maintain Divisional LINK communications
• Coordinate and organize all meetings, including committee. This includes :
• Scheduling, reserving conference room, setting agenda, sending reminders and order catering, as necessary
• Collect, proof and send all committee pre reads to members
• Coordinate submission of slides / deck for cross functional committee presentations
• Operate systems during meetings, record minutes and take attendance
• Travel and Expenses :
• Create and input division expense reports for Vice President and Managers
• Make travel arrangements for Vice President and Managers including requisition, hotel, flight reservations, ground transportation, etc.
• Maintain vacation schedules for all departments that will be supported
• Process HR e-reqs and epafs
• Processes new hire requests, set up and onboarding

Knowledge and Skill Requirements :

Working Conditions & Physical Demands