Executive Support Administrator

This is a part-time position with flexible M-F schedule ranging 16-24 hours per week. 

Reports To: Executive Vice President    

Classification: hourly, non-exempt

Department: Administrative                                

GENERAL STATEMENTOF DUTIES: 

This position serves as an administrative support resource for the Executive Vice President and operations leaders.  Responsibilities include general correspondence & presentation materials, coordination of travel reservations and itineraries, visitor meeting arrangements, internal communications, facilitating the donation request and fulfillment process and product sample coordination when requested.  Also coordinates/supports company events and/or celebrations including administration of the team member service award program. Utilizes MS Excel to create and enhance reporting to support Executive Vice President, operations leaders and corporate teams. Manages various 2035 corporate sustainability goal teams, including associated reporting.  Support the production of safe, high-quality products and team member safety.

Essential Duties include, but are not limited to:

• Prepare general correspondence and maintain electronic and paper filing systems
• Proactively seek out ways to streamline administrative processes. Anticipates needs, gathers information, and offers assistance/recommend solutions whenever a need arises.
• Plan & organize meetings and special events including reservation and invitations, agendas, refreshments, internal announcements, and clean-up.
• Coordinate schedules, appointments, travel itineraries and plant tours; assemble and distribute materials in advance.
• Assist with presentations content and design.
• Keeps up to date with company technology to support uninterrupted workflow and successful meeting presentation needs.
• Coordinates EVP’s community/volunteerism commitments.
• Coordinates Ice Cream 101 class meeting times, updates curriculum as needed, prepares class binders and graduation certificates.
• Serve as an internal liaison for corporate charitable events and fundraisers; promote internally, solicit volunteers, coordinate product, cash, equipment, and ad support.
• Oversee the donation request and fulfillment process for team members and 501(c)(3) organizations. Serve as primary intake and evaluator, review and research requests, and present recommendations to the Community Support Team. Communicate decisions, fulfill approved requests, and track details for periodic performance reporting.
• Acts as lead/program manager for corporate teams such as the 2035 Community Support, Waste and Water teams. Performs similar functions for ad hoc and shorter term (<1 year) teams such as the QC Hold team, EX23 performance, etc. Prepares agendas, action plans, focuses or redirects meeting conversations appropriately, documents pertinent meeting notes and takeaways to reinforce team accountability. Also creates and/or supports associated metric reporting.
• Actively participates on cross-functional teams such as Community Returns, The Good Stuff Crew, Corporate Communications). 
• Utilizes technical skills and expertise to create and manage Excel spreadsheets, including data trending and graphical representation of performance.
• Pulls and assimilates Consumer Affairs data into monthly report package; distributes same after leader approval. Updates and maintains reporting workbook.
• Create corporate communications as needed; distribute through internal communication channels including digital display TV, Viva Engage and Outlook.
• Administer the company service awards and retirement celebration program eligibility, selection of gift options, ordering, budget tracking, and distribution of gifts. Seek to improve the program as opportunities present and are approved.
• Process product sample requests to include ordering, packing and shipping.
• Complete training seminar, webinar, meeting registration & arrangements.
• Provide back-up coverage for other administrative support when needed.
• Performs other related duties and projects as assigned.

Minimum Qualifications

• Associates degree, Bachelors degree preferred.
• 2 years professional work experience in an administrative support, operations, or project/program management role.
• Proficiency with MS Office products including Word, Excel, Power Point and Outlook

Job Requirements

• Ability to handle sensitive materials and confidential information with discretion and tact.
• Strong customer service skills; appreciation of servicing the internal and external customers.
• Excellent interpersonal skills to establish and maintain effective working relationships with leaders, team members, and outside contacts; shares ideas and feedback in a constructive and positive manner, listening to and objectively considering ideas and suggestions from others.
• Excellent written and verbal communication skills.
• Capable of effectively organizing and managing several projects concurrently; prioritizes work assignments and completes work in a timely and accurate manner.
• Demonstrates sound independent judgment.

Expected hourly pay rate $20.00 - 24.00, commensurate with experience level.

 Perry's Ice Cream is an Equal Opportunity Employer and drug free facility.