Executive Assisant

About the Role:

We have a current opening for an Executive Assistant and are actively reviewing applications.

We are currently seeking an Executive Assistant to support our North America Industrial Manager. In this role you will handle day-to-day duties that can include juggling tasks or meeting conflicts, e-mail and calendaring, event management, as well as leading the execution of ad hoc projects while maintaining a high level of confidentiality.  
 Hybrid Work Schedule: 3 days in Office

Artificial Intelligence Disclosure
As part of our recruitment process, Ferrero may use artificial intelligence (AI) enabled tools to assist with reviewing candidate applications. These tools are used solely to support recruiters by summarizing application information and identifying potential alignment with job requirements. AI does not independently screen out or select candidates, and it does not replace human judgment. Final decisions regarding candidate progression are always made by Ferrero recruiters and hiring managers.

Main Responsibilities:

•    Act as liaison between the North America Industrial Manager, the NA Leadership Team and all departments/staff within the organization, as well as key external stakeholders. This includes quickly and effectively receiving and screening the CBO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
•    Schedule a complex and dynamic calendar, supervising the response to requests for the CBO’s time which can be complicated, time sensitive, and highly confidential. Exhibit professionalism at all times. Exercise discretion in committing time and evaluating needs.
•    Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
•    Assist the NA Industrial Manager in the development of presentations for internal and external audiences.
•    Keep the NA Industrial Manager advised of time-sensitive and priority issues, ensuring appropriate follow-up; redirect matters to staff to handle, or handle matters personally, as appropriate.
•    Understand and use all web / audio conferencing resources across multiple locations; address any issues effectively.
•    Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration with NA Leadership team and key departments.
•    Proactively and independently organize and expedite workflow and initiate follow-up to ensure schedules and deadlines are met.
•    Schedule and coordinate complex domestic, international and multi-destination travel including flights, hotels and cars based on leadership preference; create detailed itineraries and adjust in real-time as necessary.
•    Sort and triage mail; maintain e-mail and other address directories.
•    Compose and prepare letters relating to routine correspondence for the NA Industrial Manager’s signature.
•    Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
•    Provide administrative support and coordination for key external or trade meetings – including onsite support, speaking arrangements, and event coordination.
•    Extensive preparation and tracking of all expense reports and reimbursements, manage purchasing; understand and align with all policies, guidelines, and procedures for expense processing.
•    Maintain paper and electronic filing systems.
•    Maintain confidential and sensitive information.
•    Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, townhall coordination, and agenda material.
•    Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

About You:

•    Bachelor’s degree preferred
•    Three to five years’ prior experience in supporting a senior executive (C-suite) or team
•    Act as liaison between the North America Industrial Manager, the NA Leadership Team and all departments/staff within the organization, as well as key external stakeholders. This includes quickly and effectively receiving and screening the CBO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
•    Schedule a complex and dynamic calendar, supervising the response to requests for the CBO’s time which can be complicated, time sensitive, and highly confidential. Exhibit professionalism at all times. Exercise discretion in committing time and evaluating needs.
•    Schedule departmental meetings; assist in the preparation a