Executive Assistant

At Bel, we are not just a company—we are a company on a Mission, built on 160 years of bold innovation, family values, and a commitment to social purpose. With beloved brands like Babybel®, GoGo squeeZ®, The Laughing Cow®, and Boursin®, our snacking solutions bring more than joy; they want to serve as a force for good. Our U.S. Mission? To help close the critical 80% nutrition gap by making it easier for Americans to eat more fruits, veggies, and dairy as part of their daily lives.

The company has headquarters in Chicago and New York City and operates 4 manufacturing plants in Little Chute, WI; Brookings, SD; Traverse City, MI; and Nampa, ID.  #IWorkForAllForGood

We are seeking a highly organized and proactive Executive Assistant to support our team. This role requires an individual who thrives in a fast-paced, ever-changing environment and can effectively manage ambiguity. The ideal candidate will be a master of multitasking, with exceptional problem-solving skills and the ability to anticipate the needs of our executives.

Specifically, this role includes managing complex calendars, meeting requests, and travel schedules, as well as preparing expense reports and reconciling statements. Internal and external visitor registration and proactive preparation of essential materials are also key responsibilities.  You will lead, develop, and execute internal and external industry events, including internal team meetings, off-site company summits, and various other events as needed. Key aspects include venue coordination, budget management, and post-event analysis.  This role will be responsible for the day-to-day operations involving managing product sample requests, overseeing Partnership Hospitality Fund budgets and ticket distributions, and coordinating important legal documentation.

Overall, this position requires strong organizational skills, negotiation abilities, ability to address and resolve issues promptly often with limited information and under tight deadlines, adapt to changing priorities, relationship management, and a proactive approach to support the strategic and operational needs of various Bel Brands executives. 

Essential Duties and Responsibilities

• Autonomously manage complex and dynamic schedules for leadership, ensuring alignment with both short-term and long-term priorities.
• Provides complete calendar management in Outlook with minimal oversight, proactively resolving conflicts and making logistical decisions.
• Coordinates all meeting logistics, including but not limited to agenda preparation, drafting and distributing invites, assembling materials as needed, catering arrangements, dinner needs, and other logistics as required. 
• Welcome and register internal and external visitors
• Lead, develop, plan and execute internal and external key industry and traversal events and meetings by overseeing all aspects from concept through completion for:  Large off-site or on-site internal meetings (Annual Company Summit, Strat Plan) and more.
• Manage all aspects of event planning and management, including identifying and working with a variety of external venues/facilities, negotiating along with our Procurement team contracts, maintaining and managing large event budgets, and managing all on-side logistics. 
• Develop effective and collaborative relationships with internal and external stakeholders
• Conduct post-event survey/data analysis to inform future events
• Manage and coordinate welcome/”team life” internal events for employees (breakfasts, etc.)
• Manages complex domestic and international travel arrangements for leadership including flights, accomodations, ground transportation, all while resolving travel issues promptly as needed. 
• Ensures all travel and expense activities are completed with accuracy and in a timely manner, adhering to the company’s Travel & Expense policy.

Operational Support

• Manage product sample requests through Supply Chain team and US Cold Storage to ensure timely distribution to Agency partners.  Send packages when applicable.

• Manages Partnership Hospitality Fund budgets and ticket distributions for multiple partnerships.

• Support and lead various in-office employee engagement or special employee events/activities
• Act as a trusted partner to leadership and Office team balancing competing priorities and anticipating