Overview
Executive Business Administrator Jobs in Westlake Village, CA at Dole Sunshine Company
Title: Executive Business Administrator
Company: Dole Sunshine Company
Location: Westlake Village, CA
Dole Packaged Foods is a purpose led health and wellness organization that “champions a more equitable world.” A world where everyone has the right to nutrition from the goodness of the earth and we reduce these gaps, one action at a time.
We are hiring an Executive Business Administrator who is responsible for providing direct support to the SVP & Managing Director for Dole Packaged Foods, LLC as well as provide some support to the Executive Leadership Team. Our ideal candidate will enjoy our innovative, fast paced and people-focused organization. This person will embrace the opportunities for growing their skills and abilities in pace with the company. The ideal candidate is someone with strong organizational skills and is effective in a highly dynamic environment, driving efficiency and bringing productivity to the next level. Additionally, the role will provide event and meeting coordination for local and visiting executives to drive a collaborative teamwork environment.
Due to the nature of this role, it is primarily on site, although some remote work may be scheduled based on the SVP & Managing Director’s schedule, as well as work deliverables.
Act as gatekeeper, time-advocate, and liaison for the Managing Director
Handle lively calendars and schedules; build efficiency and balance
Quickly understand and flex with constantly evolving priorities of the Managing Director and the team
Prioritize multiple requests for Executives’ time, applying strong decision-making skills in handling priority of requests and finding resolution; makes recommendations with regard to their time management, prioritization, delegation and organization. Point person for team requests and problem-solving, helping to keep the team on track and organized.
Total travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation. Coordinates meetings for Managing Director and local/visiting executives, including meeting room set-up, catering, and travel/lodging needs (itineraries) for visiting executives
Partner to schedule and own the logistics of team meetings, team calendars, including room and technology set-up on the day of the meeting
Gain familiarity with internal tools and systems used by teams
Plan, coordinate, and facilitate various meeting agendas, functions, and events including offsites
Assist with and format documents and presentation materials
File expense reimbursements and track reimbursement status
Maintains and tracks manager and teams project list and goals
Contributes to Leadership Team meetings and offsites by assisting with the production of materials and pre-reads, taking notes, and tracking action items. Assist in keeping Executives updated to keep team on course
Manage events within budget
Prepares and manages cost center budget
Maintain the confidentiality of highly sensitive material and information with tact and professionalism
Other duties as assigned
Experience, Knowledge, & Skills You Bring
7+ years of executive administration experience, preferably in a global company
Intermediate to advanced computer skills (MS Office, SAP/Concur preferred)
Proven ability to put together presentations using a variety of applications
Strong communication and social skills
Proven ability to work in a fast-paced environment
Excellent calendar management skills
Strong event planning and coordination skills and…
