Position Title: Sr. Executive Assistant
Department: Corporate Admin
FLSA Classification: Exempt
Position Reports To: Chief Executive Officer
Approx. # of People Supervised: 0
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Position Summary:
The Senior Executive Assistant (SEA) provides high-level administrative, operational, and coordination support to the Chief Executive Officer and Sr. Director of People Operations. This individual plays a critical role in ensuring the seamless execution of executive responsibilities, board and shareholder communications, and company-wide event coordination. The SEA must be highly organized, discreet, and capable of working independently in a fast-paced environment with evolving priorities. This role requires exceptional judgment, strong communication skills, and a collaborative, service-oriented mindset.
Key Responsibilities:
Executive Support (CEO & Sr. Director of People Operations)
- Manage complex and dynamic calendars for the CEO and Sr. Director of People Operations, ensuring priorities are met and meetings are well-prepared.
- Complete a broad variety of administrative tasks, including expense reports, correspondence (some confidential), and travel arrangements.
- Compose, edit, and distribute communications, presentations, and reports on behalf of the CEO.
- Anticipate needs and proactively prepare for meetings, events, and deliverables.
- Serve as a gatekeeper and liaison on behalf of the CEO, fostering smooth communication with internal and external stakeholders, including board members and shareholders.
- Maintain a pulse on organizational dynamics to help the CEO stay informed and focused on
strategic priorities.
Board and Shareholder Coordination:
- Coordinate board meeting schedules, prepare and distribute board materials, and maintain records and minutes.
- Manage legal correspondence and filings, including annual entity reports and confidentiality agreements.
- Draft and distribute shareholder communications and reports, process dividend distributions, and manage share purchases/redemptions.
- Organize the Annual Shareholders Meeting, including logistics, materials, and communication flow.
Senior Leadership Team Liaison:
- Attend leadership team meetings; support preparation, documentation, and follow-up for key initiatives.
- Collaborate on the planning and coordination of leadership off-sites and the annual sales trip.
- Facilitate cross-departmental scheduling and travel logistics as needed.
Event, Travel & Corporate Engagement Support:
- Coordinate travel and lodging for executives and select teams (e.g., Swine Team, international visitors).
- Partner with the Marketing Team to support execution of corporate events, sponsorships, and trade shows.
- Plan and manage logistics for company attendance at key industry events such as IPPE and World Pork Expo.
Additional Responsibilities:
- Maintain accurate records, filing systems, and documentation related to corporate governance, legal, and shareholder matters.
- Order office supplies and manage routine office administrative tasks.
- Provide backup support to other administrative team members as needed.
Typical Work Environment:
- Majority of work is conducted in a temperature-controlled office environment
- Occasional overnight domestic and international travel.
- This is a full-time, onsite position based in Sheridan, IN, with occasional flexibility.
- Occasional early morning, evening, or weekend hours may be required during major events or board-related activities.
Minimum Qualifications:
Education & Training:
- Bachelor’s Degree or equivalent professional experience.
Relevant Experience:
- 5+ years of experience in a senior-level administrative or executive support role.
- Experience supporting C-level executives, board relations, or shareholder communications.
- Background in a privately held or family-owned business is a plus.
- Experience with event planning, cross-functional team support, or HR coordination.
Technical Skills:
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Teams
and Zoom preferred.
Non-Technical Skills:
- Excellent organizational skills and attention to detail.
- Proven ability to handle confidential and sensitive information with discretion.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and deadlines with grace and professionalism.
- High emotional intelligence, sound judgment, and a proactive mindset.
Licenses/Certifications:
Physical Requirements:
- Ability to lift 25 or more pounds occasionally.
Safety Requirements:
- Adherence to company safety policies and practices.
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