Executive Administrator

Description

Looking for a job that can turn into a lifelong career? At Lactalis USA, we believe in promoting from within and giving our employees opportunities to grow. Whether you're starting fresh or bringing years of experience, we'll provide the tools and support you need to succeed!

Lactalis, the world leader in dairy, is a family-owned business with more than 85,000 pragmatic and ambitious professionals worldwide, committed to nurturing the future by providing healthy and delicious dairy products that bring people together every day. We produce award-winning dairy products that bring people together every day. We offer an enviable range of dairy brands including Galbani, President, Kraft Natural Cheese, Cracker Barrel, Black Diamond, Parmalat, Siggi's, and Stonyfield Organic in addition to several brands imported from our affiliates in Europe.

We live by our core values-Ambition, Engagement, and Simplicity-and we're building a workplace where innovation thrives, diverse perspectives are celebrated, and everyone's unique background and ideas are valued.

Even if you don't meet every qualification, don't let that stop you from applying! We're eager to hear about your PASSION, your STORY, and how you can bring your EXPERTISE to help us make an impact.

From your PASSION to ours

The Executive Administrator provides comprehensive administrative support to senior leadership to the VP of Marketing, VP of Ingredients & Exports, VP of LAG Dairy, and Marketing department. This individual plays a key role in ensuring seamless execution of daily activities, travel and expense coordination, internal and external communications, and support for departmental initiatives. Additionally, this role contributes to national meeting planning and supports compliance with visa renewal processes for state-level requirements.

From your EXPERTISE to ours

Key responsibilities for this position include:

* Executive Support: Provide high-level administrative support to the VP of Marketing and the broader marketing leadership team, including calendar management, correspondence, and meeting coordination.

* Multi-Executive Assistance: Support the VP of Ingredients & Exports and the VP of LAG Dairy with scheduling, travel arrangements, and communication needs.

* Travel and Expense Management: Arrange domestic and international travel for executive team members; prepare and process travel expense reports in a timely and accurate manner.

* Meeting Planning: Serve as a key member of the Lactalis American Group national meeting planning team, coordinating logistics, materials, and communications for corporate events and meetings.

* Reporting and Document Preparation: Assist in compiling weekly/monthly reports and distributing relevant summaries to internal stakeholders. Prepare presentation materials and support data organization as needed.

* Project Management: Lead or contribute to special projects and initiatives across departments, often involving research, timeline tracking, and coordination of deliverables.

* File and Information Management: Create, organize, and maintain confidential files and department documentation to support efficient operations.

* Cross-Functional Support: Collaborate with HR to support the visa renewal process and other state-level compliance matters as required.

* Departmental Coordination: Support communication flow within the Marketing department and act as a liaison between executives and other internal/external partners.

* Backup Support: Provide backup administrative support to other teams or executives during periods of absence or high workload.

WORK CONDITIONS

* Travel may be required seldom.

* Extended hours may be necessary depending on the project needs.

* To fulfill these responsibilities, tools such as a computer, phone or, and / or allowance(s) may be provided.

* Reasonable accommodations may be made to enable individuals with disabilities to perform these essential duties and responsibilities.

* This position requires physical presence in the office, in accordance with the guidelines of the Hybrid Work Policy.

* Demonstrate commitment to a safe working environment that promotes the health and well-being of all employees and that will further contribute to the Company's overall performance and success.

Requirements

From your STORY to ours

Qualified applicants will contribute the following:

Education

* Associate's Degree required, Bachelor preferred. In lieu of degree, 7 years experience is required.

Experience

* 5+ years of administrative support experience is required.

* Preferred experience supporting senior executives.

Competencies

* Excellent organizational and time-management skills.

* High level of discretion and professionalism when handling confidential information.

* Strong written and verbal communication skills.

* Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with SAP Concur or similar systems a plus.

* Proven ability to manage multiple priorities and deadlines.

* Strong interpersonal skills and a proactive, solution-oriented mindset.

* Event planning or project coordination experience is a plus.

At Lactalis, we offer a comprehensive Total Rewards Program with a variety of affordable benefits and coverage options. We support insurance costs significantly, contribute generously to retirement plans, and offer Paid Time Off from day one. We are committed to your professional growth, providing training and development opportunities, including Education Reimbursement. Join us and grow your career.

Lactalis is an equal employment opportunity employer. We will not discriminate against applicants with regard to any legally-recognized basis including, but not limited to: veteran status, race, color, religion, sex, national origin, age, marital status, sexual orientation, and physical or mental disabilities.