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 requiredManage daily calendars and coordinate meetings, conferences, special events, appointments, and travel arrangementsProvide comprehensive administrative support for the Chief Supply Chain OfficerServe 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 servicesThoughtfully plan and execute team events and offsitesAnticipate needs and act on behalf of the Executives when appropriateWork closely with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriatelyHave 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 processesCoordinate domestic and international travel as neededManage, 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 projectsAssist with special projects/event planning as needed; Pro-actively anticipate work assignments whenever possibleskills/qualifications required: Bachelor's Degree in Business or related field preferred, or combination of education and relevant work experience required5+ years of experience providing high-level strategic and administrative support to top level executivesExperience working at a start-up or rapidly growing companyExperience prioritizing multiple projectsExperience in planning, coordinating, and executing team eventsMaintain a high level of confidentiality, professionalism, discretion, and judgement at all timesAbility 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 throughAbility to authentically connect with people in a positive and optimistic wayFlexibility and willingness to adapt to different work styles, preferences, and frequently changing prioritiesProficient in Microsoft Office, including Outlook, Word, Excel, and PowerPointExcellent customer service and written and oral communication skillsStrong organizational skills with the ability to manage deadlines, prioritize workload in a fast-paced environment, with the ability to quickly adapt to changing business needsOrganization and strong attention to detail is essential, particularly as it relates to formatting and editing PowerPoint presentations and producing professional, concise executive agendas and itinerariesAbility to work proactively, anticipate needs, problem-solve, and mitigate issuesCapability of working both independently and within a team environment, resourcefully seeking answers, and removing obstaclesResults oriented with the ability to consistently meet deadlinesAbility to keep executives informed as necessary, while also conserving timeAbility to consistently strive to improve communication to improve or simplify processesAbility to exercise self-direction, good judgment, and diligence in identifying resources, mapping out and executing action plans, gathering and organizing data, and communicating with involved partiesWillingness to go above and beyond, occasionally outside of role scope and job duties to ensure the business succeeds Ability to handle ambiguity and work in a fast paced, entrepreneurial environmentposition location: Chicago, ILreports to: Chief Supply Chain Officertravel requirements: up to 20%exempt/nonexempt: exemptBase pay offered may vary depending on geography, job-related knowledge, skills, and experience. A full range of medical, financial, and/or other benefits, dependent on the position, is offered.Base pay range:$90,000—$110,000 USDfairlife, LLC is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. All qualified applicants and employees will be given equal opportunity. Selection decisions are based on job-related factors.In addition to its nondiscrimination commitment, the Company will also provide reasonable accommodation of qualified individuals with known disabilities unless doing so would impose an undue hardship on the Company. If you have a disability and would like to request accommodation in order to apply for a position with us, please email careers@fairlife.com.For Recruitment AgenciesAt fairlife, we manage the majority of our hiring internally through our dedicated Talent Acquisition team, which is actively engaged in direct candidate sourcing. Most of our roles are filled through applications submitted via our careers site or through direct outreach by our team.As our recruitment is primarily handled in-house, we work only occasionally with external agencies, and only those on our existing, pre-approved vendor list. At this time, we are not reviewing or expanding that list.Unsolicited resumes or submissions from external agencies not authorized by our Talent Acquisition team will be considered direct candidate applications. As such, fairlife will not assume responsibility for any placement fees associated with these submissions.