Executive Assistant

Company Description

You may know us as FIJI Water, POM Wonderful, Justin Wine, Teleflora and Halos Citrus, but we’re all Wonderful – and we have a great opportunity for a (role). We’re looking to make the world a healthier place through an uncompromising commitment to the well-being of our employees and their families. We foster a collaborative workforce that encourages an entrepreneurial spirit and openness to change.

The Executive Assistant serves as trusted, high-level administrative support to the Senior Vice President (SVP) of Wonderful Capital Projects, ensuring his time, priorities, and initiatives are managed with precision, discretion, and foresight. This role requires a proactive mindset, exceptional organizational skills, and the ability to anticipate needs before they are requested. They will handle confidential materials with the utmost discretion and serve as a central liaison between the SVP and stakeholders at all levels.

In addition to supporting the SVP, the Executive Assistant will report to and assist the Director of Property Management with a variety of administrative, operational, and project-based tasks. This includes supporting meetings, events, and departmental activities; compiling and summarizing data and trends; and ensuring smooth communication and follow-through on key priorities. The successful candidate will thrive in a structured environment with multiple priorities, balancing important and sometimes urgent demands with meticulous attention to detail.

This position operates in a corporate office setting with occasional on-site support for events, meetings, and departmental activities. The role requires flexibility, adaptability, and a proactive approach to problem-solving.

Job Description

Executive Support to SVP

• Manage a very active calendar of meetings, travel, and commitments, ensuring priorities and deadlines are met.
• Anticipate needs and prepare materials for meetings, presentations, correspondence, and calls.
• Arrange complex travel itineraries with contingency plans.
• Complete and submit accurate expense reports within policy deadlines.
• Draft, proofread, and prepare confidential correspondence and reports.
• Maintain strong relationships that support the SVP’s and Capital Projects team’s success.
• Provide administrative support for special projects and cross-departmental initiatives.

Operational & Administrative Excellence

• Prioritize and resolve conflicting demands, handling matters expeditiously and with sound judgment.
• Gather, analyze, and summarize information from multiple sources into clear, concise reports highlighting key insights, trends, and action items.
• Support tracking and oversight of budgets, timelines, and operational updates.
• Maintain organized digital and physical files, ensuring secure handling of sensitive materials.

Events & Departmental Coordination

• Plan and organize department offsites, events, and meetings while maintaining budget discipline.
• Coordinate logistics for internal and external meetings, ensuring seamless execution.
• Collaborate with Wonderful Amenities Center facilities and administrative teams to provide coverage and operational support.

Professionalism & Confidentiality

• Handle sensitive information with the highest level of discretion.
• Follow the spirit of teamwork, cooperation, and mutual respect with colleagues at all levels.

Communication & Coordination

• Serve as a professional point of contact for internal and external stakeholders.
• Facilitate clear and timely communication between executives, staff, and customers.
• Follow up on action items and ensure completion of assigned tasks.

Qualifications

• Minimum of 3 years of executive-level administrative experience, preferably supporting senior leadership, with a proven ability to manage high-volume, complex responsibilities.
• Exceptional organizational, time management, and multitasking skills, with the ability to prioritize effectively in a fast-paced and dynamic environment.
• Proven ability to anticipate needs, think critically, and offer solutions proactively.
• Strong written and verbal communication skills, with a professional and personable demeanor suitable for interacting with executives, stakeholders, and colleagues at all levels.
• Advanced proficiency in calendar management, travel coordination, expense report processing, and preparation of executive correspondence and reports.
• Proven organizational and technical skills requiring proficient use of Microsoft Office products and video meeting platforms to develop and execute professional communications and presentat