Executive Assistant at fairlife, LLC

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 required
• Manage daily calendars and coordinate meetings, conferences, special events, appointments, and travel arrangements
• Provide comprehensive administrative support for the Chief Supply Chain Officer
• Serve 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 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
• Coordinate domestic and international travel as needed
• 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:

• Bachelor's Degree in Business or related field preferred, or combination of education and relevant work experience required
• 5+ years of experience providing high-level strategic and administrative support to top level executives
• Experience working at a start-up or rapidly growing company
• Experience prioritizing multiple projects
• Experience in planning, coordinating, and executing team events
• Maintain a high level of confidentiality, professionalism, discretion, and judgement at all times
• 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
• Ability to authentically connect with people in a positive and optimistic way
• Flexibility and willingness to adapt to different work styles, preferences, and frequently changing priorities
• Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Excellent customer service and written and oral communication skills
• 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
• Organization and strong attention to detail is essential, particularly as it relates to formatting and editing PowerPoint presentations and producing professional, concise executive agendas and itineraries
• Ability to work proactively, anticipate needs, problem-solve, and mitigate issues
• Capability of working both independently and within a team environment, resourcefully seeking answers, and removing obstacles
• Results oriented with the ability to consistently meet deadlines
• Ability to keep executives informed as necessary, while also conserving time
• Ability to consistently strive to improve communication to improve or simplify processes
• 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
• Willingness 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 environment
  
  

position location: Chicago, IL

reports to: Chief Supply Chain Officer

travel requirements: up to 20%

exempt/nonexempt: exempt

• Base 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 USD

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 [email protected].

For Recruitment Agencies

At 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.