LEW - Executive Assistant

Administration Department

Job Title:                   Executive Assistant

Wage Scale:              $28.33 - $32.57  (Break in rates and $0.75 cents differential pay from 6PM - 5:59AM applies).                                   

Hours/shift:              1st Shift

Days Off:                   Varies

General Summary:

The Executive Assistant provides high quality, collaborative, and professional support to one or more executives and their direct reports. Providing this level of support requires discretion, confidentiality, a good understanding of technical and business vocabulary, the ability to network with key contacts outside the department, and a detailed knowledge of Leprino’s operations, procedures, and people. This position maintains an elevated level of organization and effective communication amongst the department, while providing superior internal customer service to the division officers and staff. This position gathers, compiles, verifies, and analyzes information for the Plant Manager’s use in documents such as KPI reports, business performance summaries, memos, letters, speeches, presentations, and plant communications. In additional the position coordinates actions and activities with other clerks and administrators. 

Job Description:

• Manages and coordinates the administrative and logistical details associated with the day-to-day operations of the Plant Manager.
• Documents and distributes high-level information in a confidential manner.
• Coordinates events and travel as they arise.
• Facilitates and reconciles expense transactions. Prepares and submits expense reports for core leaders. Identifies and codes purchase orders for department and submits to correct approver. Purchases department supplies and reconciles monthly P-Card expenses. Maintains and replenishes department supplies and reconciles monthly P-Card expenses.
• Processes and audits expenses for executive and direct reports to ensure departmental activities are conducted within established budgets.
• Initiates department’s new hire processes to ensure all systems and technology are available for new employees.
• Maintains the security of the executives’ records and files (both electronic and paper).
• Coordinates Plant Manager calendar, 1:1 weekly or monthly meetings with department head and direct reports.
• Prepares agendas, circulates minute notes, and ensures action item follow ups for each meeting.
• Organizes and coordinates logistical arrangements and oversees planning and financial accountability for division and 
• department meetings and events. Organizes and coordinates individual functions and other meetings as requested.
• Collaborates with other Clerks and Administrators to plan large and/or recurring meetings.
• Attends department staff meetings, prepares agenda, circulates minute notes, and ensures action item follow ups for each meeting.
• Provides Project Management support for numerous events and special projects. Plans and coordinates presentations, disseminates information, and organizes special events.
• Acts as a liaison for HR special projects.
• Arranges and compiles weekly departmental reports by printing, sorting, and distributing to Plant Manager and other leaders.

You Have At Least (Required Qualifications):

• Requires a high school diploma or GED.
• 2+ years of administrative-related work experience
• Experience with Office365 (including Outlook, Word, Excel, and PowerPoint); and can adequately troubleshoot questions.
• Experience with different office equipment, including printers, copiers and fax machines.

Knowledge, Skills, & Abilities/Competencies:

• Knowledge of food safety expectations, SOPs, Cyberdocs, and MFG specifications.
• Has excellent and effective verbal and written communication skills.
• Ability to multi-task and deliver on deadlines.
• Ability to learn and perform multiple functions and tasks within the scope of accounting and hold and release team.
• Has a positive attitude and strong work ethic.

Preferred Qualifications & Experience:

• Holds a Notary Public designation (or is eligible to obtain such designation) preferred.
• Ability to effectively interact with all types and levels of individuals, both internally and externally
• Ability to provide outstanding and professional customer service by interacting with the executive and direct reports.
• Ability to exercise sound judgement and discretion for all confidential and sensitive matters.
• Ability to meet deadlines with all assigned tasks, reports, and projects.
• Ability to streamline processes to reduce time impact on daily activities.
• Ability to self-lead in a fast-paced environment by reprioritizing and strategizing time based on needs.
• Ability to anticipate the requirements of a project to complete it in a thorough and efficient manner.
• Ability to strategize with other Executive Admins for best practices, schedule hurdles and business documentation.
• Ability to use professional concepts and company objectives to resolve complex issues in creative and effective ways.
• Ability to screen phone calls to determine level of importance and to refer calls for appropriate resolution.

Working Relationships:

• This position normally reports to the Vice President level; with a dotted line to the VP’s direct reports.
• This position typically interacts with all members of their department, other [Executive] Administrative Assistants (both at corporate and at the plants), HR Leaders, and other corporate employees.

Physical/Mental Requirements and Work Environment:

• Ability to speak, read, and write the English language.
• Ability to repeatedly lift up to 50 pounds throughout the shift.
• Ability to access elevated work areas such as climbing ladders/stairs.
• Ability to wear required personal protective equipment and comply with all applicable safety practices.
• Ability to work any shift, weekends, holidays and possible overtime.

Offering You In Return:

A chance to be part of a global team of individuals passionate about producing and delivering high-quality products that help feed and nourish families around the world. Leprino Foods could not be where it is today without our incredible employees. That is why we share in our success together by rewarding you for your hard work. Hiring great people who are in it for the long run is our goal. Through competitive salaries and bonuses, life, medical/dental/vision coverage, voluntary benefits, employee assistance programs, wellness incentives, tuition assistance, vacation, nine paid holidays, sick time, annual merit increases, as well as the LFC Profit-Sharing & 401(k) plan. Your impact will be noticed and rewarded, as you seek to further our company, our customers, and one another.