GENERAL DESCRIPTION / PRIMARY PURPOSE

The Executive Assistant provides confidential administrative executive support to the President. With exceptional attention to detail, the EA is accountable for providing high-level administrative and organizational support to the President and the executive staff.

Required Skills

MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION

Scheduling and Travel

• Maintains President’s schedule by planning and scheduling meetings, conferences, Microsoft Teams meetings and teleconferences.

• Manages travel logistics and itineraries, including flights, ground transportation, and/or hotels.

• Planning, scheduling and coordinating events on behalf of President and senior management.

• Schedule quarterly and monthly management meetings

• Manage accommodations and meal ordering for large groups of people.

Meeting Preparation and Management

• Anticipates the President’s needs and prepares required materials for conferences, meetings, calls, and various appointments.
• Prepares agendas, presentations, and reports for external/internal meetings.  Researches and collates information from a variety of sources: subject matter experts, reports, documents, and correspondence.
• Significant PowerPoint work including coordination of data, creation, and modification of presentations.
• Manage Excel spreadsheets and perform basic analysis.

Meetings

• Create organized meeting minutes with an emphasis on action items.
• Track and help drive completion of action items.

Other

• Ad-hoc business projects and other duties as assigned by the President.
• Support in the creation and distribution of monthly and quarterly distributions from President and executive staff.
• Manage day-to-day operations of executive office.

Required Experience

JOB SPECIFIC COMPETENCIES

• 5+ years administrative support experience, preferably for an executive officer.
• Advanced Microsoft Office skills, with an ability to become familiar with company-specific programs and software.
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Must be a self-starter with a strong attention to detail, exceptional interpersonal skills, and be a creative problem solver.
• Able to Identify opportunities to save President and executive staff time.
• Must be able to meet deadlines in a fast-paced quickly changing environment. Ability to prioritize and multitask is a must.
• Develop and maintain good rapport with executive staff, employees, corporate staff, and business partners.

INTERNAL & EXTERNAL RELATIONS

• Internal: All Dole departments and facilities Including plants, coolers, field offices, and corporate headquarters
• External: Customers, vendors, community partners

_ _EDUCATION AND CERTIFICATION

• College degree preferred In English, Literature, or Business Administration.
• Fluent written and bilingual in both English and Spanish required.

EMPLOYEE MANAGEMENT

N/A

PHYSICAL AND TRAVEL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to sit for long periods of time; use hands to handle or feel objects, tools, or controls; talk or hear.  The employee must occasionally lift (including overhead) and/or up to 15 lbs. Ability to travel up and down stairs.

 WORK HOUR REQUIREMENT

Ability to work beyond regular business hours as needed.

TRAVEL REQUIREMENTS

Minimal travel required.

We are an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION

Scheduling and Travel

• Maintains President’s schedule by planning and scheduling meetings, conferences, Microsoft Teams meetings and teleconferences.

• Manages travel logistics and itineraries, including flights, ground transportation, and/or hotels.

• Planning, scheduling and coordinating events on behalf of President and senior management.

• Schedule quarterly and monthly management meetings

• Manage accommodations and meal ordering for large groups of people.

Meeting Preparation and Management

• Anticipates the President’s needs and prepares required materials for conferences, meetings, calls, and various appointments.
• Prepares agendas, presentations, and reports for external/internal meetings.  Researches and collates information from a variety of sources: subject matter experts, reports, documents, and correspondence.
• Significant PowerPoint work including coordination of data, creation, and modification of presentations.
• Manage Excel spreadsheets and perform basic analysis.

Meetings

• Create organized meeting minutes with an emphasis on action items.
• Track and help drive completion of action items.

Other

• Ad-hoc business projects and other duties as assigned by the President.
• Support in the creation and distribution of monthly and quarterly distributions from President and executive staff.
• Manage day-to-day operations of executive office.