Executive Assistant II

We are looking for an Executive Assistant to provide administrative support. This position will involve working as part of a team and collaborating with other executive assistants not only in the R&D Division, but across the company. Key activities include managing busy schedules with multiple time zones, coordinating travel, expense reports, purchase orders, shipping, etc. You will report directly to the Vice President of Global Nutrition, Discovery, Science, and Plant Innovation.

Responsibilities

Managing calendars for VP and Managers, including scheduling meetings across multiple time-zones, recurring one-on-one meetings, leadership meetings, and department meetings; Managing international and domestic travel plans and processing of expense reports; Coordinating a variety of departmental events or programs, including logistics, scheduling, calendar coordination, preparation and distribution of meeting materials, taking meeting minutes, managing attendee lists, and coordinating room reservations/catering; Creating and managing purchase orders and acting as a liaison between the department and vendors to assist in the timely processing of invoices for payment; Creating and managing internal material requests, ordering kitchen and office supplies, including stocking and replenishing consumables for staff use; Utilizing word processing software and/or network mail systems to produce correspondence, reports, compilation of data, analysis of information, formatting of presentations, and/or conducting research, proofreading and editing documents as needed; Coordinating SRAs for shipping; Providing administrative and coordination support for 30+ university and industry partners, including supporting contract execution, relationship logistics, and travel arrangements; Coordinating activities that foster an engaging, fun, and inclusive work environment

Requirements

Minimum 1 years of related experience as an Administrative Assistant, Executive Assistant, or Office Manager; Experience working on international travel; Ability to prioritize projects and multi-task in a fast-paced office environment; Ability to communicate effectively with individuals at all levels of an organization; High level of integrity and discretion in handling confidential information; Willingness to learn new systems and processes required for the role; Attention to detail and well-developed organizational skills are a must; Excellent problem solving skills; Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Teams, Excel) and SharePoint; Flexibility to pivot and reprioritize work as needs arise; Self-motivation and the ability to work independently as well as part of a team with flexibility to learn and to take initiative on a variety of tasks and projects