Executive Assistant

TriMark USA is the country’s largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity, Customer Service, Accountability, Respect, and Excellence. For more information, please visit: www.trimarkusa.com


Why you’ll love it here!
+ Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance
+ 401k
+ Community Service Day
+ Spotlight Awards
+ National Sales Excellence Awards
+ CFSP Prep Certification Program

POSITION SUMMARY:
• The Executive Assistant reports to the Executive Assistant to the CEO

• This position may be based in Mansfield, Massachusetts; Cleveland, OH; or Bedford Park, Illinois.
• Regular in-office presence is expected, with the specific schedule determined by business needs and the executives supported.
• Travel may be required to support leadership meetings, conferences, and company events.
• Flexibility outside standard business hours may occasionally be necessary based on executive travel, event schedules, and time-sensitive business needs.
• Full-Time

The Executive Assistant provides high-level administrative and operational support to multiple executive-level leaders across the organization. Reporting to the Executive Assistant to the CEO, this position will help ensure consistent, coordinated, and high-quality executive support while assisting with complex travel arrangements, leadership meetings, and company events.
The ideal candidate is highly organized, resourceful, discreet, and comfortable balancing the needs of multiple executives whose schedules and priorities may change frequently. Success requires strong judgment, attention to detail, professionalism, and the ability to anticipate needs in a fast-paced, evolving environment.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:
Executive Support
• Provide comprehensive administrative support to multiple executive-level leaders.
• Manage complex and frequently changing calendars, including meetings, appointments, travel, and competing priorities.
• Proactively identify scheduling conflicts, recommend solutions, and ensure executives are prepared for upcoming commitments.
• Draft, review, and format correspondence, presentations, meeting materials, reports, and executive communications.
• Prepare and submit timely and accurate expense reports in accordance with company policies.
• Track executive priorities, commitments, deadlines, and follow-up items to support accountability and timely execution.
• Handle confidential and sensitive information with the highest degree of discretion and professionalism.
Travel Planning and Coordination
• Coordinate complex domestic and international travel arrangements for executives, including air and ground transportation, accommodations, dining reservations, and other logistics.
• Develop detailed travel itineraries and proactively address scheduling, timing, and destination-specific requirements.
• Monitor travel plans and provide timely support when disruptions, cancellations, or last-minute changes occur.
• Coordinate group travel for leadership meetings, conferences, and company events.
• Ensure travel arrangements align with company policies, budgets, and executive preferences.
• Reconcile travel expenses and maintain appropriate documentation.
Meeting and Event Planning
• Plan and coordinate executive meetings, leadership conferences, town halls, off-site meetings, and company events.
• Manage event logistics, including venue selection, contracts, accommodations, transportation, catering, audiovisual needs, room setup, agendas, and attendee communications.
• Partner with internal teams and external vendors to ensure events are delivered professionally, on time, and within budget.
• Prepare agendas, presentations, pre-read materials, attendee lists, and other meeting resources.
• Attend or support events as needed to oversee logistics, troubleshoot issues, and ensure a positive attendee experience.
• Capture key decisions and action items and coordinate follow-up after meetings and events.
• Trac