Executive Assistant jobs at The Kraft Heinz Company

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Executive Assistant
TPI Global Solutions 4.6
Columbus, OH jobs
Marzetti is looking for a contract( to possible permanent) Executive Administrative Assistant to serve as a strategic partner to the Chief Supply Chain Officer (CSCO) and Supply Chain Leadership Team (SCLT) in advancing Marzetti's Supply Chain priorities. This position provides high-level administrative and project coordination support, ensuring alignment, efficiency, and proactive communication across key meetings, events, and deliverables. The successful candidate will bring strong organizational and communication skills, exceptional attention to detail, and the ability to manage complex calendars, presentations, and stakeholder communications in a fast-paced environment. This role goes beyond coordination and scheduling - it functions as a strategic partner in advancing Marzetti's Supply Chain priorities through proactive planning, communication excellence, and seamless leadership support. If you are passionate about supporting business leaders and their teams, we would love to hear from you. This is an exciting time to join an organization whose mission is to “nourish growth in all we do” at the Better Food Company. Key Responsibilities: Executive & Administrative Support Manage the CSCO's calendar, appointments, and schedules, proactively anticipating needs and resolving conflicts in partnership with all functional partners. Act as the primary liaison for the CSCO and SCLT with internal partners (HR, Finance, Operations, Communications) and external stakeholders, ensuring seamless coordination and professional representation of the Supply Chain function. Handle incoming and outgoing communications, ensuring timely follow-up and prioritization of key messages. Coordinate travel, accommodations, and itineraries for the CSCO and SCLT when necessary. Maintain and organize electronic files, correspondence, and documentation on Teams, SharePoint and other platforms. Prepare and reconcile expense reports for leaders, manage and process any designated SC POs, monitor cost-tracking for meetings/events to ensure cost control and billing accuracy. Exercise the utmost discretion when handling sensitive or confidential information. Meeting & Event Coordination Weekly Supply Chain Leadership Team (SCLT) Staff Meetings: Own end-to-end meeting management, including creation and distribution of agendas, scheduling, and coordination of presenters or topics. Capture key discussion points and action items, track progress, and ensure follow-up with owners ahead of subsequent meetings. Maintain a consistent, structured agenda format that aligns with Supply Chain priorities and recurring business updates. Partner closely with the CSCO to identify and prioritize discussion topics, ensuring meetings are focused, productive, and outcome driven. Supply Chain Town Halls (Quarterly): Coordinate with the Corporate Communications team to align timing with MLT Town Halls. Schedule Supply Chain Town Halls with the appropriate attendees and ensure timing is post MLT Town Halls. Create and maintain Teams folders and deck templates; follow up with SCLT members for content updates. Collaborate with the CSCO and Communications Leader to refine messaging and ensure clear, consistent communication. Supply Chain Extended Staff Meetings: Confirm dates, finalize attendee lists, and coordinate logistics in partnership with the CSCO and SCLT. Develop the agenda, distribute invitations and pre-work materials Manage all on-site support including meals, meeting arrangements, session supplies, etc. Supply Chain Leadership Team Off-Sites: Schedule and coordinate logistics (meeting invites, room setup, meals, A/V support). Support agenda and materials preparation to enable productive discussions. Track and manage all follow items partnering with appropriate action owners. Presentation & Communication Support Create, edit, and format PowerPoint decks, correspondence, and reports with exceptional attention to detail and visual quality. Support coordination activities with the CSCO and SCLT to develop high-quality content for Board and leadership reviews, including ensuring accuracy, consistency, and timely delivery. Prepare “shell” decks for recurring meetings and track content submissions and updates. Serve as point of coordination for any and all key meetings, maintaining timelines, folders, and version control on Teams. Calendar and Milestone Management Maintain a master calendar of key Supply Chain milestones and share updates with the SCLT during staff meetings (e.g., Town Halls, Board dates, MBRs, off-sites, TOR reviews). Monitor deadlines and ensure pre-meetings, reviews, and deliverables are proactively scheduled. Cross-Functional and Special Projects Partner with internal stakeholders (HR, Finance, Communications, and Operations) to ensure smooth execution of cross-functional Supply Chain initiatives. Support special projects or ad hoc requests to enhance Supply Chain team efficiency and communication. Coordinate onboarding and offboarding processes for SCLT members, ensuring each transition is seamless, well-communicated, and aligned with Marzetti's culture. Partner with HR, IT, and Communications to set up systems access, introductions, and key meetings for new leaders. Qualifications: Associate's degree in Business Administration or related field required; Bachelor's degree preferred. 8+ years of experience supporting senior management and/or executive leaders in a fast-paced corporate environment. Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Word, Outlook); strong Teams and SharePoint capability preferred. Proven experience developing and editing professional presentations and reports. Outstanding organizational skills, attention to detail, and ability to manage multiple priorities under tight deadlines. Exceptional professionalism, interpersonal, and written/verbal communication skills. High level of discretion and ability to handle sensitive information with integrity. Demonstrated initiative, problem-solving skills, and ability to anticipate executive needs. Flexibility to support occasional executive priorities beyond standard business hours; including occasional travel. Successful Profile Focus Client: Anticipates competing priorities and safeguards the CSCO's time, ensuring focus on strategic decisions, critical relationships, and high-impact business initiatives. Strategic Organizer: Anticipates upcoming needs with members of SCLT, proactively manages calendars, and prepares materials that drive business readiness. Collaborative Communicator: Partners seamlessly across leadership teams to ensure alignment and follow-through. Trusted Gatekeeper: Exercise sound judgement and maintain strict confidentiality of sensitive leadership, board and operational information; serve as a trusted advisor to the CSCO on administrative and operational priorities. Presentation Pro: Delivers crisp, accurate, and visually polished materials that reflect Marzetti's professional standards.
$36k-48k yearly est. 1d ago
Executive Assistant
RPL International 4.2
Doral, FL jobs
The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Responsibilities Calendar management for executives Aid executive in preparing for meetings Responding to emails and document requests on behalf of executives Draft slides, meeting notes and documents for executives Qualifications Bachelor's degree or equivalent experience Proficient in Microsoft Office suite Experience in managing multiple priorities, administrative coordination, and logistics Well-organized, detail-oriented, ability to multi-task with great follow-up skills Strong written and verbal communication skills
$36k-50k yearly est. 5d ago
Executive Assistant
Leeds Professional Resources 4.3
Miami, FL jobs
We're currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. Objectives of this role Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows Manage communication with employees by liaising with internal and external executives on various projects and tasks Plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld Responsibilities Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives Manage senior executives' travel logistics and activities, including accommodations, transportation, and meals Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database Maintain professionalism and strict confidentiality with all materials Organize team communications and plan events, both internal and off-site
$32k-43k yearly est. 4d ago
Executive Assistant
Leeds Professional Resources 4.3
Boca Raton, FL jobs
We're currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. Objectives of this role Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows Manage communication with employees by liaising with internal and external executives on various projects and tasks Plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld Responsibilities Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives Manage senior executives' travel logistics and activities, including accommodations, transportation, and meals Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database Maintain professionalism and strict confidentiality with all materials Organize team communications and plan events, both internal and off-site
$32k-43k yearly est. 4d ago
Executive Assistant to the CEO - Ultra-Exclusive Family Office (Irvine, CA)
Alliance Resource Group 4.5
Irvine, CA jobs
What Makes This Role Exceptional This is far more than standard executive support-it's strategic partnership at the highest level. As the Executive Assistant to the CEO of an ultra-exclusive family office in Irvine, CA, you are entrusted to understand the CEO's vision, anticipate operational needs, and be the force multiplier ensuring seamless execution-both strategically and tactically. Key Responsibilities Strategic & Tactical Execution: Lead high-impact initiatives while managing detail-rich tasks, ensuring every action aligns with the CEO's overarching goals. Proactive Anticipation: Identify and resolve potential issues before they arise, ensuring smooth operations and allowing the CEO to focus on only what they can do. Dynamic Coordination & Filtering: Manage a complex calendar and communications flow with discretion, clarity, and precision. Executive Travel Orchestration: Oversee every tier of travel logistics-from ultra-premium arrangements (private jets, real-time itinerary updates, private staff coordination) to streamlined business-class travel and monthly recurrence trips. Event & Off-Site Leadership: Plan and coordinate high-level events, retreats, or personal gatherings-either solo or in partnership with event teams. Project Overflow Management: Take ownership of the CEO's overflow tasks-delivering both routine and strategic outcomes. Personal & Household Logistics: Seamlessly shift between executive-level responsibilities and personal support-whether that's preparing a briefing, arranging a meal, or booking a flight. Operational Agility: Adapt effortlessly-executing both polished presentations and granular operational details as needs shift. Core Skills & Proficiencies Hard Skills Advanced user of PowerPoint, Word, Outlook-comfortable supporting high-stakes presentations and communications Highly proficient in Excel for reports and data management, without needing complex macros Skilled with Zoom, Microsoft Teams, WebEx-confidently managing executive communications, town halls, and board sessions Tech fluent on both Mac and PC, with practical troubleshooting abilities Experienced with expense systems like Concur (or equivalents) Familiar with collaboration platforms: SharePoint, OneDrive, etc. Comfortable navigating CRM tools (e.g., Salesforce) or systems as needed Quick to master new technologies and internal systems Prior exposure to supporting Board of Directors is highly valuable Soft Skills Exceptional emotional intelligence-empathy, self-awareness, and interpersonal finesse-critical for executive dynamics Meticulous attention to detail-anticipating errors before they surface Masterful communication-you adapt your tone and format across mediums (text, email, phone, in-person) to influence without authority Strategic problem-solving-steady, creative, and proactive in navigating complex challenges Agile and resilient under pressure-fluidly pivoting as priorities shift Effective research and networking-you know who to ask or where to look to get things done Deep professional discretion-trusted with sensitive and confidential matters "Always on" mindset-resourceful, solution-obsessed, driven to deliver with creativity and grace Relationship builder with a strong internal and external network-knowing how to connect and grow influence from day one Ideal Candidate Profile Bachelor's degree or higher Minimum of 5 years supporting a C-Suite executive-CEO or President preferred-in high-trust, dynamic environments A Career Executive Assistant-this is your calling, not a launchpad for something else Why Elite Candidates Will Be Drawn to This Role A rare, high-trust, and high-impact position supporting a CEO in a private, exclusive setting Exceptional compensation that aligns with the breadth and depth of strategic and operational expectations A uniquely varied role spanning vision alignment, executive coherency, and personal support-offering deep professional reward and influence
$58k-84k yearly est. 4d ago
Administrative Assistant (2025-3184)
Prolink 4.2
Cincinnati, OH jobs
COMPANY PROFILE Prolink is a premier workforce solutions organization, fulfilling comprehensive staffing, technology, culture, data, and talent experience needs throughout the United States. As a people-centric and results-driven business, we strive to provide a world-class experience to every member of the Prolink Family - our clients, external talent, and internal team. We are committed to intentional connectivity and an energy-positive culture to ensure every member of the Prolink Family has the opportunity to succeed personally, professionally, and financially today and tomorrow. JOB SUMMARY The Administrative Assistant position is within our Finance department and will support our Controller and CFO. This position partners with key stakeholders to support executive leadership by managing schedules, financials, administrative tasks, and communications and acting as a departmental representative as needed. RESPONSIBILITIES Manage personal, company, and client information with confidentiality, professionalism, and discretion Manage an active calendar of appointments, keep executives well informed of upcoming commitments and responsibilities, and ensure executive schedules are followed and respected Arrange complex and detailed travel plans, accommodations, and itineraries Compile and organize business and personal expenses, invoices, and other financial statements Support meeting effectiveness and facilitation, record notes, track action items, and follow up on deliverables Assist with building written communications and presentations Act as a liaison with internal and external stakeholders of the executives Assist with personal responsibilities as needed Perform other related duties as assigned REQUIREMENTS Associate degree in a related discipline or equivalent work experience On-site attendance five days per week to support in-person collaboration and operational needs 1+ years of experience in a related field Proficient with Microsoft Office 365 suite of products Excellent relationship building, communication, detail orientation, organizational, project management, and multi-tasking skills Able to professionally manage confidential and sensitive information Able to be flexible and adaptable to meet tight deadlines, deliver results, and quickly pivot based on shifting priorities in a fast-paced work environment Able to use a variety of business or technical programs to complete tasks High level of integrity, motivation, accountability, perseverance, and alignment with Prolink's values PREFERENCES Candidates with additional and relevant experience, education, licensing, or certification beyond the role's requirements and/or specific to the nature of Prolink's business will be given additional consideration in the candidate selection process. If all minimum requirements are met, candidates with unique and/or diverse qualifications will also be given additional consideration. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other category protected by federal, state, or local law.
$27k-34k yearly est. 1d ago
Nonprofit Administrative Assistant
Samuel Lawrence Foundation 4.6
Solana Beach, CA jobs
Samuel Lawrence Foundation is seeking an articulate and motivated individual who will partner with a small team to make a meaningful impact. Bring your skills to bear on real world problems - this role demands creative thinking, flexibility, and a passion for making a tangible difference. Part-time (afternoons), in person, in a residential office. Our atmosphere is casual, friendly, and interesting. Job Responsibilities: Assist with the day to day office operations Work on environmental issues, explore scientific research, attend meetings, educate elected officials Schedule appointments and conference calls Identify, contact, develop and maintain relationships with community groups, and community members Write letters, research topics, reply to emails Organize and manage donations Maintain an organized Google Drive Assist in the implementation of a CRM Take meeting notes Feed the chickens Required Qualifications: Strong written and verbal communication skills Task-oriented with the ability to manage multiple projects independently Organized Good Technological skills Ability to adapt to changes and challenges Reliable Happy to wear many different hats Experience with AI - Chat, Claude etc.. Desired Qualifications: Science background is helpful Bachelor's degree or advanced degree Pay: $28/hour Along with your resume please share with us your typing WPM, GPA, plus anything else you would like to share.
$28 hourly 5d ago
Administrative Assistant $27-$28
Forrest Solutions 4.2
Grand Rapids, MI jobs
Job Type: Full-time (Mon-Fri, 8am-5pm) Salary: $27-$28/HR Are you looking to join one of the world's leading professional services firms? We are seeking a skilled and proactive Administrative Assistant to provide comprehensive support to our Office Managing Partner (OMP). This role requires a high level of attention to detail, strong organizational skills, and the ability to handle multiple tasks simultaneously. Responsibilities Serve as primary on-site admin for the Office Managing Partner, managing calendar, inbox, travel, and expense reporting Coordinate meetings, conference calls, and internal events Prepare reports, format documents, and assist with LinkedIn/profile updates Distribute monthly office newsletters and marketing communications Track time and support CPA/CPE tasks and other OMP initiatives Liaise with clients, schedule restaurant reservations, and arrange gifts as needed Provide light tech troubleshooting and document e-signature support Assist in planning, coordinating, and executing internal and off-site events Attend vendor calls and handle catering, vendor escorts, and Certificates of Insurance Book venues, assist with restaurant reservations, send calendar invites, and register guests Qualifications Previous experience in an administrative or executive support role Proficient in Microsoft Office (Outlook, Word, Excel) Friendly, polished, and professional with strong communication skills Strong attention to detail, ability to multitask, and commitment to confidentiality Positive attitude and team-first mindset All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran
$27-28 hourly 4d ago
Administrative Assistant
Atlantic Group 4.3
King of Prussia, PA jobs
Seeking a polished and proactive Administrative Assistant to serve as the welcoming face of a non-profit in King of Prussia, Pennsylvania. This fully in-office role is perfect for someone who thrives in creating an organized, professional, and friendly environment while ensuring smooth day-to-day operations. If you're a strong communicator with exceptional attention to detail and enjoy supporting a collaborative, fast-paced team, this is an excellent opportunity to make a meaningful impact. All interested candidates are encouraged to apply! Key Responsibilities: Serve as the first point of contact for visitors entering the office suite Answer incoming calls to the main number, transfer as necessary Assist CEO, other members of the management team with work tasks, schedules and calendar management, correspondence, etc. Schedule internal and external meetings Receive, sort and distribute incoming mail, manage outgoing mail Monitor incoming emails and manage as appropriate Maintain office filing and document storage Conduct office administration including monitoring and maintaining office supplies Ensure office equipment is properly maintained and serviced Perform work-related tasks and errands as needed Qualifications: College degree required Minimum 2 years of administrative assistant experience Experience with Microsoft Office software products Ability to work 5 days a week, 100% onsite in King of Prussia, Pennsylvania. Note: Qualified candidates will be contacted within 2 business days of application. If an applicant does not meet the above criteria, we will keep your resume on file for future opportunities and may contact you for further discussion. 47468 #PHILLYAFT
$28k-38k yearly est. 1d ago
Administrative Assistant
Eastern Metal Supply, Inc. 4.2
Lake Worth, FL jobs
We are seeking a proactive and organized Administrative Assistant/HR Coordinator to support key HR functions, with a focus on recruiting support, onboarding, monthly training coordination, and employee event planning. This role is ideal for someone who is highly organized, enjoys working with people, managing details, and wants to contribute to a positive and engaging employee experience. This role is designated as a 35-hour-per-week position and is eligible for full-time benefits. Essential Duties/Responsibilities: Schedule interviews and coordinate candidate communications Support recruiting efforts by helping organize and attend career fairs and hiring events Facilitate onboarding logistics, including orientations scheduling, paperwork and system access Coordinate with IT and Marketing to ensure new hires receive their day-one essentials, including uniforms, system access and technology setup Organize and oversee monthly training sessions, including scheduling, materials preparation, and attendance tracking Review Onboarding Survey results for points of concern to be addressed Assists in planning and execution of employee engagement events such as appreciation days, wellness activities and holiday celebrations Assist with general HR administrative tasks as needed Serve as a point of contact for employees' questions relating to onboarding and training Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 2-3 years of experience in an HR support or coordinator role Education: Minimum of a 2-year associate's degree Experience/Skills/Abilities Required: Strong organizational and time management skills Excellent written and verbal communication Proficiency in Microsoft Office Suite; experience with HRIS or ATS system as a plus Ability to handle sensitive information with confidentiality and professionalism Positive attitude and a team-orientated mindset Work Environment/Physical Demands: Typical office environment - moderate noise level. This position regularly requires standing; walking; sitting; use hands; reaching with hands and arms; and talking and/or hearing. Occasional lifting and/or moving up to 25 pounds. We are an equal opportunity employer, dedicated to fostering a diverse and inclusive workplace where everyone is valued and has equal access to opportunities. WE ARE A DRUG FREE WORKPLACE.
$32k-40k yearly est. 1d ago
Project Administrative Coordinator - Construction
Atlantic Group 4.3
Philadelphia, PA jobs
Our client is a reputable multifamily and mixed-use developer known for delivering some of the most impressive high-rise buildings in Philadelphia! We are seeking a Project Coordinator/Administrator to step into the role of an Executive Assistant to support the VP of Construction and serve as the central coordination hub for the construction team. Position Overview: ✔️ With 2-3 years of experience and an educational background in engineering or architecture, the ideal candidate will operate much like a Project Engineer/Coordinator-highly organized, detail-oriented, and proactive. ✔️ The Executive Assistant will manage the VP's time, priorities, communication, and administrative workflow, with full access to his email, calendar, and meetings, functioning as an extension of his role. ✔️The position requires a hardworking, reliable, driven individual with strong ambition and a desire to grow in the construction industry. ✳️ Given the extensive exposure to leadership, clients, subcontractors, and high-profile projects, this role offers a unique opportunity to fast-track into an Assistant Project Manager or Project Manager role within a few years.
$37k-54k yearly est. 2d ago
Administrative Assistant
TPI Global Solutions 4.6
Pelzer, SC jobs
Job Title: Administrative Assistant II Duration: 6 months contract with likelihood for extension Compile records, documentation and data necessary for standard reports and prepare for use. May use various application databases to obtain information or run reports as requested. May handle confidential or company sensitive data. Schedule appointments, meeting and use of meeting rooms. Organize and plan meetings and special events as instructed. Assure location and equipment are in order to facilitate a smooth meeting experience. Make travel arrangements as directed and submit expenses for budget and reimbursement within policy guidelines. Compose letters and memoranda from dictation, verbal direction, or from knowledge of the company policy or procedures. Input or type and revise material from rough draft, corrected copy, or previous versions. Read instructions accompanying material, or follow verbal instructions from supervisor or person requesting document to determine format desired, number of copies needed, priority, and other requirements. Type and revise material such as correspondence, reports, statistical tables, addresses and forms from rough draft, corrected copy, or previous version displayed on screen. Draft responses to correspondence containing routine inquiries. Input items for purchase and accounts payable and assure process transaction to meet deadline requests. May track, monitor, and gather information for department budget(s). Answer phone, provide information to callers, route calls to appropriate persons and place outgoing calls. Obtain office supplies, equipment and services as necessary within authority to effectively and timely respond to operational needs. File documents, records and reports. Locate and attach appropriate file as requested. Open, sort, and distribute incoming mail. May prepare mail for posting and small package distribution. Receive and route deliveries. May provide relief to receptionist as assigned. May lead other administrative support associates. Other Duties as assigned. Skills Ability to use a personal computer and job-related software Excellent communication skills, both written and verbal Ability to work and multi-task in a fast-paced environment Detail-oriented Excellent customer service skills Type 60+ wpm Knowledge of company policies and procedures preferred 5-7 years of experience 6 years of professional administrative experience Education Associates or equivalent experience Associates degree in Business or related field
$26k-33k yearly est. 4d ago
Administrative Assistant
Jets.com 4.4
New York, NY jobs
** MUST BE ABLE TO TRAVEL TO 1441 SOUTH AVE, STATEN ISLAND, NY 10314 FULL TIME Jets.com is seeking a highly organized and detail-oriented IN HOUSE Administrative Assistant to support daily operations and help coordinate company-wide projects. This role blends administrative support, project coordination, and light office management. We're looking for someone proactive, reliable, and able to keep tasks and timelines moving. Responsibilities Provide administrative support , including scheduling, follow-ups, and document preparation Coordinate and track projects, tasks, and deadlines across multiple departments Create and maintain organized Excel trackers, reports, and timelines Build clean, professional PowerPoint presentations and summaries Gather updates from teams and prepare weekly dashboards Assist with cross-functional initiatives and ad-hoc projects Manage office operations such as supplies, vendor coordination, deliveries, and guest support Maintain organized digital files, documentation, and structured workflows Support logistics for internal meetings and small office events Handle general administrative and operational tasks as needed Qualifications 1-3 years of administrative, operations, or project coordination experience Strong Excel skills (pivot tables, charts, formulas) Strong PowerPoint and presentation-building skills Excellent organizational and communication abilities Ability to multitask, prioritize, and follow through Comfortable working across multiple teams in a fast-paced environment Professional, dependable, and detail-oriented Compensation for this position is set at $55,000-$70,000, and will be determined according to the candidate's experience and skill level.
$55k-70k yearly 1d ago
Administrative Assistant
Murphy Company 4.6
Saint Louis, MO jobs
Operations Group Administrative Assistant Murphy Company, the Best Choice for Mechanical construction since 1907, is hiring an Operations Group Administrative Assistant for our office in St. Louis, MO Since 1907, Murphy Company has been a leading mechanical contractor in the St. Louis and Denver markets that provides its professionals the environment, opportunities, technology, and tools to experience a rewarding career. Being a company that prides itself on its core values of employee well-being, enduring relationships, and integrity and professionalism, we know it starts with our employees. We strongly believe our people are our most important asset, and we strive every day to make Murphy a great place to work as we build our clients' visions. We Are Looking For Someone Like You As an Administrative Assistant, you will be a vital member of Murphy's Operations team. You will be responsible for administrative support for the department. Providing phone support, maintaining databases, copying, filing, and general administrative duties. As a member of the Administrative Staff, it may be necessary to assist with front desk phone coverage and mail distribution periodically. Your Day-to-Day at Murphy Company Apply for and obtain permits and inspections Route P.O.'s, change orders and contracts Take minutes during Safety PM Meeting and distribute Order office supplies Schedule meetings and conference rooms Utilize the software programs ProCore and SalesForce Download and print drawings as required Assist the Marketing Team as needed New job set up and run various reports Bring Your A-Game! Our ideal candidate should possess the following traits: Hard working Dependable Excellent communication and grammar skills Working knowledge of Microsoft Word and Excel What We Will Bring to the Table A collaborative, family-friendly work environment Knowledge and expertise that has helped us grow and thrive for the last 118 years Competitive pay and an excellent benefits package, including health and life insurance, a robust wellness program, 401(k), and profit sharing. A personal time off plan that rivals our competitors
$28k-35k yearly est. 5d ago
Executive Assistant & Internal Communications Coordinator
Barry-Wehmiller 4.5
Saint Louis, MO jobs
About Us: Headquartered in St. Louis, MO, USA, Afinitas is the global market leader for pipe and precast concrete equipment, forming systems and concrete accessories used to build the world's critical transportation, water and utility infrastructure systems. Afinitas is known for the innovative technologies and services it provides through its trusted HawkeyePedershaab, BFS, New Hampton Metal Fab and other well-known brands, which customers have relied upon for decades. Afinitas is a part of BW Forsyth Partners, LLC, the investment arm of Barry-Wehmiller, a $3 billion organization with nearly 12,000 team members united by a common belief: to use the power of business to build a better world. Job Description: JOB SUMMARY The Executive Assistant & Internal Communications Coordinator will support the needs of a remote based CEO and the HQ executive team, working closely with various functional teams on internal communication development and deployment, industry and company event coordination and execution, and other internal program support. The ideal candidate will have the ability to write and edit professional, polished, error-free communications in a timely fashion, with a keen awareness of audience and purpose. ESSENTIAL FUNCTIONS & RESPONSIBLITIES Manage the monthly creation, translation and distribution of the company newsletter; source stories and develop creative content to illustrate and bring to life company culture and values, along with highlighting People and Culture efforts Ensure the development of clear, concise, compelling, and error-free communications and collateral with an understanding of employee needs and company/culture tone of voice Support the creation, updating and placement of content on the Afinitas intranet site to ensure a simple, clean and engaging experience for team members and leaders Partner with People and IT teams to ensure Brite Sign technology is utilized as a tool to provide branded and timely dissemination of internal communication, creating templates for site focused content and acting as corporate administrator of the software. Manage internal branding program through development, procurement, distribution, and financial tracking of branded collateral Centralize the planning and coordination of Afinitas service and recognition programs to create a highly organized and culturally aligned experience Calendar management for Chief Executive Officer, including maintaining an executive calendar of core business planning and industry events Plan and coordinate key internal and external events for executive leadership team (i.e. customer trips, offsite executive meetings, holiday parties, business update meetings, team building activities) Schedule, book, and coordinate domestic and international travel (including flights, ground transportation, hotels) for Chief Executive Officer Welcome candidates, customers and guests, providing a warm, red-carpet experience Assist in onboarding new team members in the St. Louis office Shipping (FedEx, UPS) of various documents, collateral, marketing materials, IT equipment to support CEO and HQ office needs Field calls and forward requests to appropriate team members where necessary Work closely with other Executive and Administrative Assistants within the organization on collaborative projects Maintain awareness of written/visual communication best practices and ensure development of skillset to implement them when appropriate Note: the duties and responsibilities described above are not exhaustive and additional assignments, duties, or responsibilities may be required with this position. Assignments, duties, and responsibilities may be changed at any time, with or without notice, by Afinitas in its sole discretion. QUALIFICATIONS Associates Degree in Business, Communications, Marketing, English or other related field, preferred Previous executive experience from a similar profession/corporate background 2+ years of related communications support experience Ability to work with confidential materials and quickly build trust among key stakeholders Excellent organizational skills and attention to detail Ability to manage multiple tasks simultaneously and adapt to shifting priorities Positive mindset with a problem solver “can-do” attitude High level of proficiency in MS Office Suite (Outlook, Word, Excel), in addition to Microsoft Teams and SharePoint Strong skills with visual tools like Power Point and/or Canva Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future WORK ENVIRONMENT This is an office position that spends time in manufacturing facilities. The employee must be able to correctly wear and use any Personal Protective Equipment (PPE) required by the employer when in the manufacturing area. This role requires the ability to lift and move items up to 30 lbs, pack and ship materials, count inventory, stand and walk for long periods of time (up to 10 hours a day during events) At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. We know that our differences often can bring about innovation, excellence and meaningful work-therefore, people from all backgrounds are encouraged to apply to our positions. Please let us know if you require reasonable accommodations during the interview process. Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify. Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments. Company: Afinitas
$50k-70k yearly est. Auto-Apply 60d+ ago
Executive Assistant & Internal Communications Coordinator
Barry-Wehmiller 4.5
Saint Louis, MO jobs
About Us: Headquartered in St. Louis, MO, USA, Afinitas is the global market leader for pipe and precast concrete equipment, forming systems and concrete accessories used to build the world's critical transportation, water and utility infrastructure systems. Afinitas is known for the innovative technologies and services it provides through its trusted HawkeyePedershaab, BFS, New Hampton Metal Fab and other well-known brands, which customers have relied upon for decades. Afinitas is a part of BW Forsyth Partners, LLC, the investment arm of Barry-Wehmiller, a $3 billion organization with nearly 12,000 team members united by a common belief: to use the power of business to build a better world. Job Description: JOB SUMMARY The Executive Assistant & Internal Communications Coordinator will support the needs of a remote based CEO and the HQ executive team, working closely with various functional teams on internal communication development and deployment, industry and company event coordination and execution, and other internal program support. The ideal candidate will have the ability to write and edit professional, polished, error-free communications in a timely fashion, with a keen awareness of audience and purpose. ESSENTIAL FUNCTIONS & RESPONSIBLITIES * Manage the monthly creation, translation and distribution of the company newsletter; source stories and develop creative content to illustrate and bring to life company culture and values, along with highlighting People and Culture efforts * Ensure the development of clear, concise, compelling, and error-free communications and collateral with an understanding of employee needs and company/culture tone of voice * Support the creation, updating and placement of content on the Afinitas intranet site to ensure a simple, clean and engaging experience for team members and leaders * Partner with People and IT teams to ensure Brite Sign technology is utilized as a tool to provide branded and timely dissemination of internal communication, creating templates for site focused content and acting as corporate administrator of the software. * Manage internal branding program through development, procurement, distribution, and financial tracking of branded collateral * Centralize the planning and coordination of Afinitas service and recognition programs to create a highly organized and culturally aligned experience * Calendar management for Chief Executive Officer, including maintaining an executive calendar of core business planning and industry events * Plan and coordinate key internal and external events for executive leadership team (i.e. customer trips, offsite executive meetings, holiday parties, business update meetings, team building activities) * Schedule, book, and coordinate domestic and international travel (including flights, ground transportation, hotels) for Chief Executive Officer * Welcome candidates, customers and guests, providing a warm, red-carpet experience * Assist in onboarding new team members in the St. Louis office * Shipping (FedEx, UPS) of various documents, collateral, marketing materials, IT equipment to support CEO and HQ office needs * Field calls and forward requests to appropriate team members where necessary * Work closely with other Executive and Administrative Assistants within the organization on collaborative projects * Maintain awareness of written/visual communication best practices and ensure development of skillset to implement them when appropriate Note: the duties and responsibilities described above are not exhaustive and additional assignments, duties, or responsibilities may be required with this position. Assignments, duties, and responsibilities may be changed at any time, with or without notice, by Afinitas in its sole discretion. QUALIFICATIONS * Associates Degree in Business, Communications, Marketing, English or other related field, preferred * Previous executive experience from a similar profession/corporate background * 2+ years of related communications support experience * Ability to work with confidential materials and quickly build trust among key stakeholders * Excellent organizational skills and attention to detail * Ability to manage multiple tasks simultaneously and adapt to shifting priorities * Positive mindset with a problem solver "can-do" attitude * High level of proficiency in MS Office Suite (Outlook, Word, Excel), in addition to Microsoft Teams and SharePoint * Strong skills with visual tools like Power Point and/or Canva * Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future WORK ENVIRONMENT * This is an office position that spends time in manufacturing facilities. The employee must be able to correctly wear and use any Personal Protective Equipment (PPE) required by the employer when in the manufacturing area. * This role requires the ability to lift and move items up to 30 lbs, pack and ship materials, count inventory, stand and walk for long periods of time (up to 10 hours a day during events) At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. We know that our differences often can bring about innovation, excellence and meaningful work-therefore, people from all backgrounds are encouraged to apply to our positions. Please let us know if you require reasonable accommodations during the interview process. Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify. Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments. Company: Afinitas
$50k-70k yearly est. Auto-Apply 60d+ ago
Executive Assistant to the President & CEO
Michelman Careers 4.6
Cincinnati, OH jobs
We are seeking a highly skilled Senior Executive Assistant to join our team at our Blue Ash, Ohio headquarters. In this pivotal role, you will provide confidential, high-level administrative support to our Executive Leadership Team (ELT). Acting as a central point of contact, you will coordinate communications and logistics between executives, internal associates, customers, and external partners, ensuring smooth and efficient operations across a dynamic environment. Primary Responsibilities Manage complex executive calendars, including scheduling meetings, coordinating appointments, and arranging domestic and international travel Prepare and organize executive presentations, meeting agendas, expense reports, and other key documents Collaborate with regional executive assistants to coordinate international meetings, visits, and cross-functional engagements Support the planning and execution of major company events, including board meetings, community initiatives, trade shows, and customer visits Partner with the Strategic Communications team to draft, review, and deliver internal and external communications on behalf of the ELT Screen and prioritize incoming communications (calls, emails, correspondence), ensuring timely and appropriate responses Serve as a liaison between executives and both internal teams and external stakeholders, fostering clear communication and strong relationships Record, distribute, and track action items from meetings, ensuring accountability and follow-up Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity Provide support on special projects, initiatives, and other duties as needed Critical Competencies, Knowledge, Skills, and Abilities Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with collaboration tools (Zoom, Teams, Slack) Exceptional organizational skills and keen attention to detail, with a commitment to producing high-quality work Strong written and verbal communication abilities, with a professional and polished presence. Ability to manage multiple tasks and shifting priorities under tight deadlines High degree of discretion in handling confidential and sensitive information Outstanding interpersonal skills, with the ability to effectively engage and collaborate with individuals at all levels, both internally and externally Education and Experience Minimum of 7 years providing administrative support at the executive or C-suite level At least 10 years of progressive professional experience demonstrating increasing responsibility Bachelor's degree preferred, though equivalent experience will be considered Work Hours Michelman's standard work hours for this role is Monday - Friday from 8am - 5pm EST. Note: The statements above are intended to describe the general nature and level of work being performed by people assigned to the job. They are not construed to be an exhaustive list of responsibilities, duties and skills required of personnel. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer. About Michelman Motivated by unwavering values, and ingrained with a passion for innovation, Michelman is a global developer and manufacturer of specialized sustainable chemistry used in industrial and agricultural coatings, digital printing, consumer packaging, and advanced composites for automotive and aerospace. From helping grow food and keep it fresh, to making vehicles lighter and more fuel efficient, to shielding our homes from the elements, Michelman‘s environmentally conscious solutions protect and enhance the materials that shape our world. Michelman is proud of the values-focused work environment that we have crafted. We pride ourselves in our focus on our values of integrity, respect, success, collaboration, curiosity, and giving. With our dedication to your technical and professional growth in addition to our rigorous onboarding experience, we guarantee that you will find yourself challenged in new ways. We offer an excellent salary, incentive and benefits package in a dynamic, empowered team environment. No phone calls please. Michelman does not hire individuals who use tobacco products. All candidates will receive a drug test prior to beginning employment which will include a test for tobacco products. For more information about Michelman, please visit https://www.michelman.com/. It is Michelman, Inc. policy to seek and employ qualified persons in all jobs in a manner which will ensure equal employment opportunity as well as administer personnel actions in a manner as to not discriminate against any person on the basis of race, religion, national origin, age, sexual orientation or disability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Michelman is an Equal Opportunity Employer Minorities/Females/Disabled/Veterans
$84k-112k yearly est. 60d+ ago
Executive Assistant to the President & CEO
Michelman 4.6
Cincinnati, OH jobs
We are seeking a highly skilled Senior Executive Assistant to join our team at our Blue Ash, Ohio headquarters. In this pivotal role, you will provide confidential, high-level administrative support to our Executive Leadership Team (ELT). Acting as a central point of contact, you will coordinate communications and logistics between executives, internal associates, customers, and external partners, ensuring smooth and efficient operations across a dynamic environment. **Primary Responsibilities** + Manage complex executive calendars, including scheduling meetings, coordinating appointments, and arranging domestic and international travel + Prepare and organize executive presentations, meeting agendas, expense reports, and other key documents + Collaborate with regional executive assistants to coordinate international meetings, visits, and cross-functional engagements + Support the planning and execution of major company events, including board meetings, community initiatives, trade shows, and customer visits + Partner with the Strategic Communications team to draft, review, and deliver internal and external communications on behalf of the ELT + Screen and prioritize incoming communications (calls, emails, correspondence), ensuring timely and appropriate responses + Serve as a liaison between executives and both internal teams and external stakeholders, fostering clear communication and strong relationships + Record, distribute, and track action items from meetings, ensuring accountability and follow-up + Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity + Provide support on special projects, initiatives, and other duties as needed **Critical Competencies, Knowledge, Skills, and Abilities** + Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with collaboration tools (Zoom, Teams, Slack) + Exceptional organizational skills and keen attention to detail, with a commitment to producing high-quality work + Strong written and verbal communication abilities, with a professional and polished presence. + Ability to manage multiple tasks and shifting priorities under tight deadlines + High degree of discretion in handling confidential and sensitive information + Outstanding interpersonal skills, with the ability to effectively engage and collaborate with individuals at all levels, both internally and externally **Education and Experience** + Minimum of 7 years providing administrative support at the executive or C-suite level + At least 10 years of progressive professional experience demonstrating increasing responsibility + Bachelor's degree preferred, though equivalent experience will be considered **Work Hours** Michelman's standard work hours for this role is Monday - Friday from 8am - 5pm EST. Note: The statements above are intended to describe the general nature and level of work being performed by people assigned to the job. They are not construed to be an exhaustive list of responsibilities, duties and skills required of personnel. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer. **About Michelman** Motivated by unwavering values, and ingrained with a passion for innovation, Michelman is a global developer and manufacturer of specialized sustainable chemistry used in industrial and agricultural coatings, digital printing, consumer packaging, and advanced composites for automotive and aerospace. From helping grow food and keep it fresh, to making vehicles lighter and more fuel efficient, to shielding our homes from the elements, Michelman's environmentally conscious solutions protect and enhance the materials that shape our world. Michelman is proud of the values-focused work environment that we have crafted. We pride ourselves in our focus on our values of integrity, respect, success, collaboration, curiosity, and giving. With our dedication to your technical and professional growth in addition to our rigorous onboarding experience, we guarantee that you will find yourself challenged in new ways. We offer an excellent salary, incentive and benefits package in a dynamic, empowered team environment. No phone calls please. Michelman does not hire individuals who use tobacco products. All candidates will receive a drug test prior to beginning employment which will include a test for tobacco products. For more information about Michelman, please visit *************************** It is Michelman, Inc. policy to seek and employ qualified persons in all jobs in a manner which will ensure equal employment opportunity as well as administer personnel actions in a manner as to not discriminate against any person on the basis of race, religion, national origin, age, sexual orientation or disability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. _Michelman is an Equal Opportunity Employer Minorities/Females/Disabled/Veterans_ Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (**************************** notice from the Department of Labor.
$84k-112k yearly est. 60d+ ago
Personal Assistant for CEO
PMC Works 4.4
Flint, MI jobs
Title: Personal Assistant - C Suite About the Role: We are assisting a client in the search for high profile executive assistance/ personal assistant to the CEO of a growing healthcare company in Flint, MI. The Personal Assistant to the CEO provides high-level support that keeps their office and home-life running smoothly and the executive operating at peak effectiveness. This role handles complex scheduling, communication management, and confidential matters with professionalism and discretion. The Personal Assistant also coordinates key projects, prepares meeting materials, and ensures follow-through on priorities. Success in this position requires exceptional organization and the ability to juggle and anticipate needs in a fast-moving environment. Duties and Responsibilities: • Serve as primary point of contact for the CEO and COO • Handle personal errands • Coordinate and manage events • Arrange and oversee travel logistics • Manage household needs and ensure both home and office remain organized • Provide administrative support, including professional handling of calls, messages, and correspondence • Safeguard confidential information and maintain secure operations • Coordinate communication among staff, clients, and executive leadership • Balance competing priorities, respond quickly to requests, and ensure timely completion of projects under deadlines • Is willing and able to be flexible with work-hours Qualifications: • At least 1+ year experience as a personal assistant • Advanced organizational and multitasking abilities in a fast-paced setting • Excellent verbal, written, and phone communication skills • Proficiency with Microsoft Office 365 and other digital platforms • High level of discretion and professionalism Who we are PMC Works, a veteran-owned subsidiary of The PMC Group, delivers customized workforce solutions with the personalized attention of a boutique firm and the proven track record of an industry leader. For over 30 years, we've made thousands of impactful placements, specializing in engineering, technology, and industrial manufacturing talent across the Midwest and beyond. Not finding exactly what you're looking for? Apply anyway! We work with a diverse range of companies and roles across administrative, engineering, technology, and manufacturing. Even if this specific position isn't the right match, we may have other opportunities that perfectly align with your skills and career aspirations. Let's start a conversation about your next move!
$46k-65k yearly est. 24d ago
Executive Assistant/Project Coordinator
Kira Labs 3.5
Pompano Beach, FL jobs
The Executive Assistant / Project Coordinator provides high-level administrative and project management support to executive leadership. This role ensures strategic initiatives and operational projects are executed efficiently by coordinating stakeholders, tracking deliverables, and maintaining alignment across departments. The role acts as a critical liaison between the CEO, internal teams, and external partners while maintaining strict confidentiality and professionalism. Primary / Key Essential Functions and Responsibilities Act as a liaison between the organization's employees and the CEO to ensure alignment and accountability on strategic priorities. Assist in the coordination of day-to-day business activities to ensure efficiency. Help develop and manage projects and initiatives stemming from the CEO across all operational areas of the business. Coordinate timelines, deliverables, and milestones for CEO-led initiatives. Create detailed reports and dashboards to track performance metrics and project progress. Conduct research and compile data for various projects and reports. Maintain and track timelines and keep key stakeholders accountable for their responsibilities Utilize Project management software to optimize processes and ensure timely project execution. Utilize AI-driven tools to enhance data processing and improve operational efficiency, deadlines, and deliverables. Keep CEO up to date on critical timelines and employee task progress Identify and resolve bottlenecks to maintain project momentum. Assist with the planning and execution of meetings and events. Prepare and organize materials for meetings, presentations, and reports. Attend company meetings with or in the place of CEO, taking notes, setting next steps, and following up on the execution of next steps. Assist with other Administrative Duties as Needed. Requirements Education and/or Experience and Qualifications Bachelor's degree in Business Administration, Management, or related field. 3+ years of experience in project coordination, executive support, or strategic operations (C-suite exposure preferred). Strong command of project management tools Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Proficiency in AI-driven tools and data visualization platforms. Proficiency in data analytics tools is a plus. Experience in a manufacturing or beauty environment is a plus. Knowledge, Skills and Abilities Ability to translate executive vision into actionable project plans. Excellent written and verbal communication abilities. Ability to manage multiple priorities in a fast-paced, dynamic environment. Results-driven with excellent organizational skills, follow through, and commitment to quality. Strong attention to detail and accuracy in data handling and reporting. Analytical mindset that uses and interprets data to support informed decision-making. Excellent strategic thinking and problem-solving skills. Excellent presentation and research skills. Quickly adjust to changing priorities and organizational needs High emotional intelligence and situational awareness. Exercises sound judgement, discretion, and reliability.
$47k-72k yearly est. 60d+ ago