Executive Assistant/Business Coordinator, R&D

Grow with Welch's!

Welch's is on a journey towards our bold ambition of being the global-leader of convenient, good for you fruit-based food and beverages. To turn this goal into a reality we need you and other exceptionally talented, agile, and innovative individuals who are eager to contribute to something extraordinary!

At Welch's, we're not just offering a job; we're inviting you to be a part of a vibrant, authentic, and inclusive culture where you not only belong, but also have the opportunity to unleash the best, most authentic version of you.

Position Summary:

The Executive Assistant and R&D Coordinator plays a pivotal role in supporting the Chief R&D Officer and the broader R&D team by managing administrative, operational, and business management responsibilities with a focus on efficiency, innovation, and excellence.

This role will provide high-level executive administrative support, managing calendars, coordinating meetings, and facilitating cross-functional communication. This role will act as a business coordinator for the R&D function, ensuring smooth operations, budget oversight, contract and project administration. The role may evolve to include portfolio and project management responsibilities.

Where You'll Work

This role will be based out of our Concord, MA headquarters where you will be immersed in a dynamic workplace where innovation thrives and collaboration is key.

Our company in-office schedule is designed to maximize collaboration & relationship building balanced with flexibility and well-being with 3 days in office and Thursdays/Friday being remote, flex days.

***Welch's is moving to a brand new, state of the art space in Waltham, MA June 2025***

What You'll Do:

Executive Administrative & Organizational Support:

• Provide comprehensive administrative support to the Chief R&D Officer and the R&D leadership team.
• Proactively manage complex calendars, schedule meetings, coordinate travel arrangements, and expense reporting for CRDO and teams where required.
• Edit and finalize Executive Leadership Team and Board pre-read materials where required.
• Manage logistics and technology for Zoom, Ring Central, MS Teams meetings.
• Summarize meetings, develop actionable next steps, and ensure timely follow-ups.
• Act as central point of contact in support of departmental activities, monthly KPI meetings and Welch's leadership team meeting preparations.
• Manage team travel logistics, including agendas, hotel and transportation arrangements, catering, AV setup, expense reporting, and managing hotel contracts for off-site meetings and conferences
• Serve as a liaison with other administrative professionals across the company to foster seamless coordination.
• Demonstrate presence and ability to effectively engage and work across diverse groups of employees and executives.

Business Coordination and Management:

• Serve as a business coordinator for the R&D function, ensuring alignment with company strategies and operational goals.
• Facilitate resource, project, and cost savings assistance, including planning, monitoring, and tracking, while providing administrative budget support and ensuring smooth communication and collaboration between R&D and other departments.
• Handling purchase order requisitions for CRDO and R&D team as needed.
• Collaborate with CRDO and teams to prepare reports, documents, KPIs to ensure R&D projects are delivered on time and budget.
• Manage contracts, ensuring compliance with company policies and legal requirements, including temporary employee arrangements, vendor agreements, and service provider partnerships.
• Establish and maintain appropriate files, logs and records including confidential information.
• Periodically reviewing support activities and implement process improvements as needed.
• Track contract-related expenditures and assist in budget preparation and forecasting.
• Maintain a repository of contracts and ensure timely renewals or terminations.

Technology Integration & Process Improv