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Executive Assistant - Office Manager

JOB DESCRIPTION

Job Title: Executive Assistant – Office Manager

Reports to: Senior HR Business Partner – Corporate & NYC

Dotted Line to:  No   Yes: President & VP of Sales

Key Internal Partners: New York Office (All Departments), EHS

Key External Partners: Food Suppliers, Travel Agencies, PR Agencies, Housekeeping Staff, Building Management

Location: New York

Materne North America (MNA), a wholly-owned subsidiary of MOM Group located in France, is a highly successful, fast-growing, and innovative company known for helping squeeZ goodness into the daily lives of kids across the US. In fact, you probably know us as GoGo squeeZ: http://www.gogosqueez.com/. We’ve been in operation for 7 years in the US and have reached over $200 million in sales.

GoGo squeeZ is a leader in healthy, all-natural, gluten free, 100% fruit snacks. Our applesauce pouches are packed with goodness and with their convenient packaging design can be enjoyed wherever kids go! In 2016, Materne North America launched our most significant innovation since the introduction of applesauce in a pouch. Now, US families can enjoy yogurt that is, “so cool, it doesn’t have to be cold,” or in other words, a scrumptious, natural yogurt snack with no preservatives and no fridge needed!

Our applesauce products are produced locally in the USA, and our dairy products are imported from France.

MNA has 500+ employees spread across New York City (US headquarters) and two production sites in Traverse City, MI and Nampa, ID. We are committed to offering our customers across the US, Canada, and Mexico high-quality, squeeZable, pouches that are fun to eat by leveraging our unique patented manufacturing technology.

The GoGo squeeZ pouches can be found in over 9,000 stores across the US including Fairway, Giant, Harris Teeter, Publix, Target, Walmart, and likely, your local grocery store.

We are committed to providing healthy snacking and nutrition education to parents and kids, so we are proud to support Action for Healthy Kids (AFHK), a nonprofit that works to create healthier schools nationwide.

Join the GoGo team, and help us drive our mission to make on-the-go snacking healthy and fun!

We are a team of passionate, values-driven professionals, and we would love to have you on board to help us achieve our shared dreams!

Job Summary:

The Executive Assistant primarily supports the President, our VP of Sales and a third C-Suite Executive in complex administrative duties and projects. This position reports to the Senior Human Resources Business Partner (Sr. HRBP) with dotted lines to our President, CMO and VP of Sales

Job Responsibilities & Tasks:

  • Perform complex high-level administrative duties to support (3) senior executives
    • Proactively manage executives’ calendar
    • Coordinate and communicate travel arrangements to executive and guests
    • Prepare expense reports using Concur
    • Validate executive direct reports’ PTO requests using ADP
    • Investigates and resolves problems on behalf of executive
    • Plan meetings and video conferences by coordinating invitation, creating objective and meeting agenda, allocate time for each topic and advise participants
    • Keep records of files
    • Buy office supplies and luncheons as needed
    • Send IT tickets to address technology needs
  • Oversee Office Budget
    • Follow finance processes and guidelines for the use of the office AMEX Card (receipt management, expenses type)
    • Attend monthly forecast review with Finance and explain variances with budget
    • Develop and maintain standard rules and process for office expenses
  • Office Management
    • Identify optimal storage solutions
    • Maintain and organize storage onsite and offsite partnering with each department contact
    • Oversee housekeeping agencies and services performed in the NY office
    • Act as point contact of the building manager and publish necessary building communication as needed
    • Manage printers supplies and contract partnering with IT
  • Act as Safety Point Contact for the NY Office  
    • Develop and implement safe-workplace programs and procedures to ensure adequacy in reducing risk exposure and compliance with local, state and federal Occupational Safety and Health Administration (OSHA) rules and regulations partnering with EHS Managers in the plants
    • Inspect facilities on a monthly basis to identify and correct potential hazards and to ensure regulation compliance.
    • Report out safety audit status to HR on a monthly basis following template provided by EHS Manager.
  • Manage various projects or tasks on behalf of executives            
    • Oversee CODIR and Steering Committee meeting coordination
    • Prepare and create impactful, concise, and error free presentations
  • All other duties as assigned

Key Performance Indicator (KPI):

Project Deadline, 240 cost center budget, Executives feedback, Incident/Accident rate, and OSHA score

Position Requirements:

EDUCATION

  • Bachelor's degree in Business Administration or related field

EXPERIENCE

  • 8+ years of experience supporting multiple executives or business leaders
  • 2+ years of office management experience required

SKILLS

  • Mastery of administrative skills including taking meeting minutes
  • Mastery level proficiency is required with computer applications (Word, PowerPoint, Excel, Outlook)
  • Must have understanding of computer procedures and applications well enough to suggest input/output requirements and the use of additional applications.
  • Initiative and strong communication skills a must. Ability to communicate effectively and succinctly, both verbally and on paper, and with all levels of an organization.
  • Creative problem solving, proactive mindset and initiative required
  • Ability to function in a high demand, performance-driven environment
  • Be proactive in developing relationships across the company
  • Familiarity with international environment
  • Significant customer first orientation
  • Strong organization skills
  • Keen attention to detail
  • Ability to effectively manage multiple priorities
  • Ability to maintain high levels of confidentiality

PHYSICAL & TRAVEL REQUIREMENTS

  • Must be able work in normal office conditions.
  • Must be able to work 8 hours per day and be on his/her feet for extended periods of time.
  • Must be able to lift 10-15 lbs.

Materne, North America offers a competitive compensation package and a comprehensive benefit package that includes: Medical, Dental & Vision Plans, Life Insurance, including eligible spouses, domestic partners & children; Retirement & Savings Plans, Paid Vacation and Holidays.

Materne, North America is an equal opportunity employer. We value a culture of inclusion and diversity within our workforce. We are committed to maintaining a workplace free from prohibited employment conduct, including discrimination based on age, color, disability, marital or parental status, national origin, race, religion, sex, sexual orientation, gender identity, veteran status or any other legally protected status in accordance with applicable federal, state and local laws.

Employment is subject to verification of pre-employment drug-screening results and background investigation.

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