Executive Assistant

Michigan Milk Producers Association - Novi, MI

Full-time - Mid Level

Novi, MI

501-1,000 employees

Merchant Wholesalers, Nondurable Goods

About the position

MMPA is in search of a highly organized, self-motivated individual with excellent communication skills for the Corporate Affairs Executive Assistant role. The ideal candidate will have proven experience as an Executive Assistant or in a similar senior administrative position. In this role, you will be responsible for identifying and executing various administrative tasks to enhance overall business efficiency, enabling the CEO and senior management to concentrate on their respective business areas. Success in this position requires being proactive, professional, and a self-starter, with the ability to communicate effectively with a diverse range of individuals. Proficiency in Microsoft Office and strong organizational skills are essential. The Michigan Milk Producers Association (MMPA) - established in 1916 - is a dairy farmer-owned and operated milk marketing cooperative and dairy processor. As the 10th largest dairy cooperative in the U.S., MMPA serves dairy farmers throughout Michigan, Wisconsin, Ohio, and Indiana, employing approximately 625 people in four states. In addition to a cheese plant in Indiana called the Middlebury Cheese Company, and a dairy product plant in Ohio called Superior Dairy, MMPA operates two SQF Level 3 dairy ingredient plants in Michigan. Products made at MMPA's plants include fluid milk, cheese, ultra-filtered milk, ice cream, butter, nonfat dry milk, cream, and condensed skim milk.

Responsibilities

• Provide advanced administrative support to the President/Chief Executive Officer, Chief Corporate Affairs Officer, Chief Finance Officer, and members of the senior leadership team.
• Effectively manage and coordinate the President and Chief Executive Officer's schedule ensuring accurate calendar management and timely reply to meeting requests.
• Assist in planning appointments and meetings involving CEO and Sr. Mgt. staff, serving as point of contact for meetings involving visitors of the CEO and Sr. Mgt. staff to the Novi office.
• Answer and respond to telephone and email inquiries for the executive office and redirect as appropriate, providing backup phone support as needed.
• Manage calendar appointments and maintain workflow when executive officer team members are out of the office.
• Prepare travel agendas/itineraries and sort and distribute incoming correspondence for the executive office.
• Maintain and file required reports related to legislative activity while keeping information confidential.
• Serve as administrative liaison to the Board of Directors, coordinating activities related to Board meetings including hotel meetings and overnight arrangements.
• Compile and assemble materials related to Board meetings and activities, preparing various correspondence to Board members.
• Maintain communication system with board members regarding upcoming meetings and conferences, assisting with conducting virtual Board meetings.
• Maintain confidential files related to Board activities and prepare travel agendas/itineraries for conferences and make travel arrangements for Board members as needed.
• Perform various administrative tasks including expense report and credit card reconciliation, maintaining electronic and paper filing systems, and handling miscellaneous correspondence.
• Coordinate lunch arrangements for various meetings of the senior leadership team and other office activities as needed, providing additional support with special projects and event planning.
• Assist with member meeting preparations and prepare documents for various meetings as needed.

Requirements

• Bachelor's degree or equivalent experience.
• Five to ten years providing support for upper-level management.
• At least three years relevant experience in managing board communications, schedules, and materials.
• Ability to assemble and handle confidential and sensitive information with discretion at all times.
• Demonstrates initiative and flexibility, taking responsibility for identifying and resolving problems promptly.
• Strong written communication and interpersonal skills.
• Strong organizational and time management skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to work independently and with the utmost of professional discretion.
• Must be computer savvy and highly proficient in MS Office and familiar with online calendars.

Benefits

• Competitive salary
• Health and wellness benefits with medical coverage through Blue Cross Blue Shield, including mental health benefits
• Disability insurance
• Paid time off
• Retirement including 401k with employer contributions
• Personal and professional growth opportunities
• Employee appreciation events and recognition awards
• Employee wellness initiatives
• Employees feedback and suggestion forums