Website Dole Food Company, Inc.

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.

 

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
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

 

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
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 orally In both English and Spanish

 

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

 

EQUIPMENT NEEDED

 

Desktop computer

 

WORK HOUR REQUIREMENT

 

Ability to work overtime and weekends required.

Required Skills
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
Develop and maintain good rapport with executive staff, employees, corporate staff, and business partners.

Required Experience
5+ years administrative support experience, preferably for an executive officer
College degree preferred In English, Literature, or Business Administration
Fluent written and orally In both English and Spanish

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