Executive Administrative Assistant

COMPENSATION: $25 - $35/hr (DOE)

SCHEDULE: Onsite Monday - Thursday, Remote Friday

LOCATION: Company headquarters office in Frisco, Texas

EXECUTIVE ADMINISTRATIVE ASSISTANT RESPONSIBILITIES:

• Manage calendar, proactively resolving any conflicts, and requiring interaction with both internal and external executives and assistants.
• Assist with business travel as needed.
• Proactively complete expense report filings, obtaining receipts as needed.
• Plan team and ad-hoc meetings as needed.
• Plan and manage larger team meetings requiring IT/AV support, meeting facilities, food/beverage, meeting space, etc.
• Assist with creation of executive-level PowerPoint presentations, utilizing appropriate Ruiz Foods templates and requiring polished/professional appearance and proofreading.
• Procure necessary supplies, materials, equipment, etc., adhering to company policy and working with cross-functional team members as necessary.
• Manage vacation requests for all Commercial team members, based on direction from the EVP and VPs, in human resources self-service software program.
• Handle sensitive and confidential information appropriately.
• Prepare correspondence independently or from oral instructions.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

MARKETING TEAM SUPPORT RESPONSIBILITIES:

• Create purchase orders for the marketing team, while acquiring the correct approvals and submitting invoices for payment.
• Help setting up large meetings and meetings with executives.
• Plan/organize team off-sites.
• Organize/Manage documents on department SharePoint sites.
• Create/manage/store packaging samples.
• Create/update PowerPoint slides.

OTHER RESPONSIBILITIES:

• Temporary backup for receptionist as needed.
• All other duties, as assigned.

QUALIFICATIONS :

• AA degree, plus five years of experience performing Executive Administrative duties.
• Can assure the confidentiality of information.
• Ability to use office equipment such as computers, telephones, and video equipment.
• Must have excellent computer skills (Microsoft Word, Excel, Outlook, and PowerPoint)
• Must project a positive and professional image.
• Communicate effectively orally and in writing.
• Be able to make decisions within the scope of job.
• Ability to accurately type 35 wpm.
• Excellent organizational skills
• Good working knowledge of English, grammar, punctuation, spelling, style, etc.

Experience

• 5 year(s): Experience performing Executive Administrative duties

Education

• Associates or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)