Executive Assistant to The President and Cco

7 months ago

Burlington, Canada Freshstone Brands Inc. Full time

**Executive Assistant to the President & CCO**

**About Us**:
Freshstone Brands is a premier manufacturer of high quality prepared foods products that services the retail, foodservice, and co-manufacturing channels. Our products include branded and private label entrees, salads, sides, appetizers, hand-held foods, and other prepared foods.

**Summary**:
The Executive Assistant to the President & CCO is a full-time position responsible for ensuring the efficiency and effectiveness of the President & CCO’s office, this position provides executive support in a one-on-one working relationship. Serves as the primary point of contact for the executive team on all matters pertaining to the President & CCO.

**Essential Roles and Responsibilities include**:
**Executive Support**
- Completes a broad variety of administrative tasks for the President & CCO including managing an extremely fluid calendar of appointments; maintaining daily event files, completing expense reports, composing, and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
- Strategically manages the presidents schedule to ensure the utmost in efficiency and effectiveness; serves as ‘gatekeeper’ and ‘gateway’ role
- Communicates directly, and on behalf of the President & CCO, with board members, partners, executive team, customers, suppliers, others
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President & CCO, including those of a sensitive and confidential nature. Determines appropriate course of action, referral, or response
- Provides a bridge for smooth communication between the President & CCO and internal departments, demonstrating leadership to maintain credibility, trust and support within the Company
- Works closely and effectively with the President & CCO to keep him well informed of upcoming commitments and responsibilities, with appropriate follow up. Acts as a ‘barometer,’ having a sense for the issues taking place and keeping the President & CCO updated.
- Strategically prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

**Board Support**
- Maintains discretion and confidentiality in relationships with all board members
- Assists with preparation of board materials
- Attends all board meetings and social activities and serves as scribe/aide for meeting minutes

**Executive/President’s Liaison**
- Schedules meetings between executive team and individual one-on-one meetings with the President
- Assists in coordinating the agenda for the Executive team and President & CCO meetings and off-site retreats and records meeting notes

**Project/Task Management**
- Coordinate people and processes to ensure that projects are delivered on time and produce the desired results.
- The go-to person for everything involving delegated project’s organization and timeline.
- Communicate regularly with internal and external partners to ensure all required information is gathered to complete daily projects/tasks
- Advise President & CCO of any concerns or issues in advance of assigned deadlines
- Draft and send communications upon request.
- Coordinate regularly on assigned projects with project teams.
- Partner with co-workers, start as required on special and/or daily tasks to ensure deadlines and timelines are met to the standards set by the Company

**Office Management**:

- Primary point of contact for all visitors on all matters pertaining to the President & CCO
- Responds to and makes telephone calls for the President & CCO and ensures phone coverage is provided during normal business hours
- Completes administrative tasks, including correspondence daily folders and background research on all incoming visitors
- Manages the President & CCO’s Office budget - manages payments, prepares credit card statements, office supplies, invoices etc.
- Schedules and organizes meetings and reservations by handling all preparation and follow up pertaining to presidential catering, parking, profile request and meeting confirmations

**Non-Essential Duties**:

- Other duties and special project may be assigned to meet the President’s business needs.

**Experience, Knowledge and Skills Required**:

- Expertise in Microsoft Office suite, particularly in Outlook, Excel, Word and PowerPoint.
- Must have proven ability to maintain or exercise considerable tact, judgement and diplomacy while always maintaining exemplary poise and a professional image.
- Ability to use discretion when dealing with sensitive, confidential materials.
- Must be able to work in a fast-paced environment with demonstrated ability to handle multiple completing tasks and demands and constantly changing priorities.
- Must possess a strong work ethic and a good sense of humor.
- Proven ability in

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