Job Information
fairlife, LLC Executive Assistant in Chicago, Illinois
fairlife, LLC is a Chicago-based nutrition company that creates great-tasting, nutrition-rich and dairy products to nourish consumers.
With nearly $2B 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.
The Executive Assistant is an onsite position with fairlife that requires attendance Monday through Friday in office based out of our Chicago, IL headquarters location.
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 (domestic and international) arrangements.
Provide comprehensive administrative support for the 3 Executive Team Leaders (Group Leader – Supply Chain Operations & Technical, Chief Supply Chain Officer, and Chief Technical Officer)
Serve as a trusted business partner to your executives, 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.
Manage timeline and preparation of executive-level presentations, including Board of Directors reports and presentations, and assist with draft and deadline management.
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.
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:
5+ years of experience providing high-level strategic and administrative support to top level executives
Bachelor’s Degree in Business or related field preferred, or combination of education and relevant work experience required
Ability to handle ambiguity and work in a fast paced, entrepreneurial environment
Experience working at a start-up or rapidly growing company
Experience in planning, coordinating, and executing team events
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
Maintain a high level of confidentiality, professionalism, discretion, and judgement at all times
Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
Strong organizational skills with the ability to manage deadlines, prioritize workload in a fast-paced environment, with the ability to quickly adapt to changing business needs
Capability of working both independently and within a team environment, resourcefully seeking answers, and removing obstacles
Ability 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 parties
Ability to work proactively, anticipate needs, problem-solve, and mitigate issues
Flexibility and willingness to adapt to different work styles, preferences, and frequently changing priorities
position location: Chicago, IL
reports to : fairlife Executive Leadership Team
travel requirements: up to 20%
fairlife, 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 .