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Ruiz Foods · 2 days ago

Executive Assistant & Office Administrator

Frisco, TX

Full-time

Onsite

Mid Level

$80K/yr - $90K/yr

4+ years exp

Ruiz Foods, a family-owned company since 1964 and a leading Hispanic-owned business, is seeking an Executive Assistant and Office Administrator. This role involves providing comprehensive support to the CEO and senior executives, managing office operations, and acting as a liaison for the Board of Directors while ensuring smooth communication and logistics.

Food and BeverageFood ProcessingManufacturing

Responsibilities

Serve as the primary point of contact for all internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style and company policy. EAOA is to consider themselves to be a personal representative of the CEO, providing both a “gatekeeper” and “gateway” role and a bridge for smooth communication between the CEO and all constituencies, demonstrating leadership, maintaining credibility and trust. The EAOA will preview and prioritize email communications to the CEO and handle all of the CEO’s incoming communications by mail or telephone. The EAOA will coordinate the CEO’s outreach activities within the organization and externally, and will follow up with contacts made by the CEO to cultivate ongoing relationships

Provide complex calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth, efficient day-to-day engagements

Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. The EAOA is to have a sense of issues taking place in the environment and keep the CEO updated. The EAOA anticipates the CEOs needs in advance of meetings, conferences, events, etc

Act as primary liaison and support for Executive Chairman and Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings, coordinate timely submission of Board materials to Board Secretary, troubleshoot Board member travel, logistics, compensation, and expense reimbursement concerns

Complete a broad variety of administrative tasks that facilitate CEO’s ability to effectively lead the organization, including: Assist with special projects; collect and prepare information for meetings; compose and prepare correspondence; assist in preparation of Prepare Word, Excel, PowerPoint presentations, agendas, reports, and other documents in support of objectives for the organization; maintain contact lists, make travel arrangements for CEO, Executive Chairman, and other senior executives, coordinating and ensuring executive, board, and shareholder travel occurs in compliance with the Air Travel Policy Risk Management (CPM No. BD-00-01); prepare expense reports; facilitate in payment of vendor invoices; develop and manage budgets and support cost-center compliance for office and Board related expenses

Coordinate Operating Team and other senior leadership meetings, and events. For events held in the headquarters office, act as the primary liaison with Hall Office Park on event space needs, and approving shared conference and hotel office reservations based on headquarters office priority needs, and logistics planning. For offsite events, provide logistics and event planning support as needed

Manage Hall Office Park Tenant issues by serving as the liaison for all tenant and landlord issues relating to the office work environment, arranging when needed for Landlord maintenance, ensuring compliance with Tenant Responsibilities as outlined in the lease agreement, coordinating Tenant maintenance issues, etc., developing office procedures or guidelines to enhance shared space, maintaining the office seating chart, oversee replenishment of office materials such as snacks, printer supplies, paper, office supplies

Supervision of other headquarters administrative staff including ensuring clerical and administrative coverage for all business days, developing office policies as appropriate, conflict resolution, delegating or assigning shared office responsibilities to administrative staff, developing a system for managing shared space, approving shared space requests

Provide hospitality by welcoming all Executives’ guests, greeting them, in person or on the phone; answering or directing inquiries

Other projects and duties as assigned for the overall benefit of the company

Qualification

Executive Assistant experienceMicrosoft Office proficiencyCommunication skillsTime management skillsProfessionalismService focusJudgmentBusiness senseProblem solvingConfidentiality

Required

Associate degree required, bachelor's degree preferred

4+ years of related experience required in working in an executive assistant role supporting C-Level executives

Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) is a must

Excellent communication and time management skills; proven ability to meet deadlines; impeccable attention to detail

Ability to function well in a high-paced environment; performs additional duties as assigned by executives

Regular working hours of M-F 8:00 am – 5:00 pm in office. Some flexible hours may be required from time to time to handle the needs of the business for projects and meetings

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals

Ability to write routine reports and correspondence

Ability to speak effectively before groups of customers or employees of an organization

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume

Ability to apply concepts of basic algebra and geometry

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Valid Driver's License; must remain insurable under the company's automobile policies

Preferred

Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed

Commitment to excellence - perform duties at the highest level possible on a consistent basis

Judgment and confidentiality - demonstrate ability and temperament to work with sensitive information

Professionalism - Professional presence and demeanor and ability to deal effectively with diverse groups of people, including owners, Board members, senior executives, team members, community leaders, vendors and other stakeholders. This position is expected to uphold the highest standards of professionalism and discretion at all times. A professional appearance is essential; presence and appearance should present a polished and business appropriate image

Service focus - dedicated to meeting the expectations of the CEO and COO and other senior executives by maintaining effective relationships with interested parties

Problem solving - ability to think outside of the box with a sense of urgency to situations and events that require quick response or turnaround