Executive Assistant

fairlife, LLC is a Chicago-based nutrition company that creates great-tasting, nutrition-rich and dairy products to nourish consumers.

With over $3B in annual retail sales, fairlife’s portfolio of delicious, lactose-free, real dairy products includes: fairlife® ultra-filtered milk; Core Power® High Protein Shakes, a sports nutrition drink to support post-workout recovery; fairlife® nutrition plan™, a nutrition shake to support the journey to better health.

A wholly owned subsidiary of The Coca-Cola company, fairlife, LLC has been recognized by both Fast Company and Nielsen for its industry leading innovation.

To learn more about fairlife and its complete line of products, please visit fairlife.com.

job purpose: The Executive Assistant will provide high-level administrative support to fairlife, LLC’s Executive Leadership Team (ELT) by acting as a project manager of people: conducting meeting coordination, preparing reports and presentations, handling information requests, managing business-related event planning and coordination, and performing a wide variety of other administrative functions. An ideal candidate is responsive, thoughtful, self-directed, positive, and can communicate effectively and efficiently.

responsibilities:

• Prepare or coordinate the preparation of correspondence, forms, reports, presentation materials, and other written communication as required
• Manage daily calendars and coordinate meetings, conferences, special events, appointments, and travel arrangements
• Provide comprehensive administrative support for the Chief Supply Chain Officer
• Serve as a trusted business partner to your executive, ensuring they are productive and effective with your support and management of their time and priorities.
• Maintain, organize, and proactively manage executive calendars, ensuring accurate scheduling of meetings, and events. Optimize schedules to create more time for strategic initiatives by efficiently managing conflicting priorities and minimizing overlapping meetings and/or scheduling conflicts.
• Coordinate and support end-to-end logistics and planning for both virtual and in-person meetings. Arrange and reserve conference rooms, catering, audio/visual, and other essential services
• Thoughtfully plan and execute team events and offsites
• Anticipate needs and act on behalf of the Executives when appropriate
• Work closely with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Have a pulse on team morale and needs to cultivate culture and community within the team.
• Provide a bridge for smooth communication between leaders and internal teams and departments. Act as liaison between Executives and internal/external stakeholders.
• Identify opportunities to streamline efforts and improve processes
• Coordinate domestic and international travel as needed
• Manage, process, and review expense reports in a timely manner.
• Serve as a critical partner to team of Executive Assistants. Work together to schedule meetings, align leaders’ calendars, and stay up to date on what is happening cross-functionally. Assist in the planning and execution of joint projects, office functions, company-wide events, offsite meetings, etc. and administrative back-up.
• Management of ad hoc special projects
• Assist with special projects/event planning as needed; Pro-actively anticipate work assignments whenever possible

skills/qualifications required:

• Bachelor’s Degree in Business or related field preferred, or combination of education and relevant work experience required
• 5+ years of experience providing high-level strategic and administrative support to top level executives
• Experience working at a start-up or rapidly growing company
• Experience prioritizing multiple projects
• Experience in planning, coordinating, and executing team events
• Maintain a high level of confidentiality, professionalism, discretion, and judgement at all times
• Ability to manage a high volume of external and internal facing requests with organization and a sense of urgency – prioritizing and ensuring timely follow-up and through
• Ability to authentically connect with people in a positive and optimistic way
• Flexibility and willingness to adapt to different work styles, preferences, and frequently changing priorities
• Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Excellent customer service and written and oral communication skills
• Strong organizational skills with the ability to manage deadlines, prioritize workload i