Executive Administrator

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 industryA commitment to building strong relationships, both inside and outside the organizationA desire to learn, grow, and contribute to moving our strategy forwardA need to create and to innovate Employment Type: Regular Full-TimeShift: 1st ShiftWork Status: OnsitePosition Summary: The Executive Administrator provides critical support and relieves the Business Unit (BU) President of administrative functions. This includes managing a variety of complex situations across the office, supervising other administrative staff, collaborating with leaders at various levels of the organization to communicate requests, and report status and outcomes. The person in this role must be able to manage multiple and shifting priorities related to the BU President’s direction. Maintaining absolute confidentiality is an essential function of this role. Measures of success:Prepares and delivers complete reports accurately and on-timeVendor contracts and invoices processed according to policyComplete, accurate travelMaintains calendar without conflicts

Responsibilities

Responsibilities include but are not limited to:BU President SupportServes as a primary point of administrative contact for internal and external inquiries regarding the business and BU PresidentTracks commitments made by BU President and executives during meetings; follows up on executive team assignments and provide status to report to BU President; may attend meetings on behalf of the BU President to gather and/or share informationCollects and consolidates data and inputs across global organization; provides analysis of results and makes recommendations; may participate in budget planning activitiesSummarizes content of incoming materials and specially gathered information; ensures relevant support data to provide context; draws attention to important parts or conflicts in action or informationPrepares correspondences, presentations, and other written materials for BU PresidentReviews and communicates company policies and BU President directions; alerts others to any conflict with the direction or departure from policies and provides guidance to resolve problemsEstablishes appointment priorities; maintains BU President calendar; reschedules to clear conflictsCorporate AdministrationLeads contract and price negotiations with office vendors and service providers. Sources and manages vendors to deliver office services including postage, copying, supplies, food services, etc.; ensures invoices are reviewed, coded, approved and submitted properly. Coordinates company sponsorships in accordance with Marketing objectives to include evaluating and responding to requests, logistics and planning of selected sponsorships, and arranges staff members to represent organization at conferences and meetingsPrepares award nominations and responses; coordinates with Marketing to ensure announced and promoted internally and externallyResearches vendors and resources related to corporate initiatives and goals; prepares summary and insight to BU President and/or Executive Leadership TeamMaintains BU President and executive schedules; maintains awareness of events and resolves scheduling conflictsOversees travel and expense management; ensures proper planning and notification for onsite events and corporate visitorsOversees and supervises administrative functions across Cranston, RI facility including front desk, supplies, onsite services, facility tours, etc. Reviews processes and procedures, recommends improvements; creates and maintains Business Operating Systems for areas of responsibility and BU President officeMaintains phone system support and answering scriptsPeople ManagementEvaluates team members to identify strengths and opportunities for improvement; collaborate on development actions and ensure resources necessary to complete actionsCascades relevant and appropriate information about the company and department effectively and in a timely mannerCoaches and mentors for skill and knowledge developmentExecutes necessary responsibilities of team during absences or alternate engagementEnsures team adheres to company policies, practices and department standardsAssigns actions and ensure completionReviews work quality and provides feedback and guidance to team QualificationsRequired:Bachelor’s degree in business, communications or related field; exceptional experience may be accepted in lieu of degree7+ years of experience in administration, executive assistance, and/or office management; prior executive support experience requiredManufacturing industry preferredHigh proficiency in MS Office required for successMust be self-driven to learn and apply technology, systems and softwareMastery of organizing and planningMaintain confidentiality, build trust and relationships across diverse employee levelsAdept at solving problems, making evaluations, and/or making decisions based on objective or subjective informationAble to access complex data and prepare reportsAdapts to change and shifts in priorities easilyAble to manage multiple projects effectivelyMust be able to write comprehensive reports and provide related analysisStrong written and verbal communication with an understanding of diverse audiencesAble to be proactive in anticipating BU President needsTravel: required to office (if remote), conferences, customer / rep sites, etc. Work EnvironmentThis position works primarily in an office environment using computer and technology. Verbal and auditory capability are required. This position will work in the Cranston Office. Occasional work from home days are allowed.Occasional exposure in production plant where large equipment and noise are prevalent. Safety gear is required in these areas. BenefitsWith 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 benefitsOffers tuition reimbursement, career development, and on-site training programs in our learning centerBelieves in sharing profits with its employeesIs mindful about family, health and well-beingFosters conditions that allow people and communities to reach their full potentialEmbraces and celebrates diversity#TacoComfortSolutions