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
