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Administrative Assistant

Location: Chicago, IL, United States

Job Function: Administration

Req Number: 614

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We are a global leader in food & beverage ingredients. Pioneers at heart, we operate at the forefront of consumer trends to provide food & beverage manufacturers with products and ingredients that will delight their consumers. Making a positive impact on people and planet is all part of the delight. With a deep-rooted presence in the countries where our ingredients are grown, we are closer to farmers, enabling better quality, and more reliable, traceable and transparent supply. Supplying products and ingredients at scale is just the start. We add value through our unique, complementary portfolio of natural, delicious and nutritious products. With our fresh thinking, we help our customers unleash the sensory and functional attributes of cocoa, coffee, dairy, nuts and spices so they can create naturally good food & beverage products that meet consumer expectations. And whoever we’re with, whatever we’re doing, we always make it real. 
Position Summary
Reporting to the Head of CSC, the Administrative Assistant is responsible for providing administrative assistance supporting the executives based within Chicago for the North America Region.  In addition, the role will assist with the development, logistics, and execution of customer visits to the Chicago HQ. The ideal candidate will be experienced in handling a wide range of administrative support related tasks.  This person must be exceedingly well organized, a problem solver, flexible, adaptable to changes and enjoy the challenges of supporting the business, diverse people, and programs. 

The ability to communicate with senior levels and interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and extreme attention to detail are equally important. 
Position Responsibilities 
  • Manage calendar for executives and customer visits, which includes extensive scheduling of meetings and conference calls and providing notification of appointments, changes to calendar, reminders and confirmations, coordination support on meetings and events at the Chicago HQ. 
  • Manage extensive travel arrangements, international and domestic for leaders and customers. 
  • Organize department, inter-department, and customer meetings and events for supported leaders. 
  • Manage and review monthly expense reporting for supported leaders and ensure proper setup and processing of payments to vendors. 
  • Prepare requested correspondence, meeting notes, PowerPoint files and reports accurately with a professional/polished appearance. Proofread all materials prior to submission for approval and distribution. 
  • Assist in coordination of meeting planning, including material preparation, menu planning as well as supporting the pre and post meeting support activities. 
  • Serve as a liaison between the leaders and various corporate and regional staff as well as any applicants, customers and vendors in a courteous, cooperative and professional manner. 
  • Assist staff with various inter-departmental requests, communications and processes. 
  • Support other executives as required. 
  • Perform other duties as assigned. 
Position Requirements  
  • High School Diploma is required; Bachelor’s Degree is preferred. 
  • Three (3) years’ experience in Administrative Assistant role required; Senior Leadership support experience preferred. 
  • Excellent organizational and communication skills are required. 
  • High attention to detail is required. 
  • Strong customer and results orientation skills are required.  
  • Ability to handle multiple competing priorities, effectively organize workload to ensure results in a fast-paced environment is required. 
  • Ability to keep confidential highly sensitive information is required. 
  • Strong communication skills, both written and verbal with multiple internal and external stakeholders is required.  
  • Experience coordinating and making national and complex international travel arrangements is strongly preferred. 
  • Experience using online travel tools and expense reporting tools and software is required. 
  • Effective Microsoft Office skills including MS Word, Excel, Power Point, and Outlook are required. 
Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization. 
ofi provides equality of opportunity for all persons with respect to hiring without discrimination on the grounds of race, color, religion, national origin, sex, pregnancy, age, disability, veteran status, or sexual orientation. All employment will be decided on the basis of qualifications, merit and business need. If you need assistance or an accommodation due to a disability, you may contact us for support at: [email protected] 
At ofi, we celebrate our diversity. Olam Americas LLC is proud to be an equal opportunity workplace.