Corporate Office Assistant and Executive Partner

Department: Corporate Office Assistant and Executive Partner

Employment Type: Full-Time Regular

FLSA Classification: Salaried, Exempt

Reports To: Director of HR 

Travel Requirements: Less than 25%

Work Location: Onsite – Vital Place (Green Bay, Wisconsin)

Expected Working Hours: Monday – Friday 8:00 AM to 5:00 PM CST to Cover Core Business Hours

Role Summary:

The Corporate Office Assistant and Executive Partner serves as the first impression, brand ambassador for Carnivore Meat Company’s Vital Place location. This role is responsible for managing the front desk and administrative tasks for the office while also partnering with the leadership team to support their needs and assist in various executive tasks. 

Role Responsibilities and Essential Functions:

Administrative Duties: 

• Serves as the first impression for the corporate office by greeting all guests and employees at the front desk of the main office.
• Manages general administrative functions of front desk including answering phones, collecting mail and deliveries, notifying appropriate departments of deliveries, maintaining the phone tree, dispatching calls to the appropriate parties, answering general emails and inquiries, etc. 
• Responsible for ensuring all internal stakeholders’ expectations and needs are met when hosting onsite meetings for vendors and guests including setting up the conference room, ensuring supplies (including food, drinks, and snacks are available), anticipating changes, etc. 
• Serves as site owner to be the one point of contact for information related to ordering, vendor contacts, storing of goods and supplies for the office, directing general questions, etc. 
• Operates as lead liaison between locations to be able to answer all questions and support other site office needs and questions; will need to be aware and knowledgeable of all CMC site operations from an administrative perspective. 
• Maintains a list of vendors, visitors, stakeholders, etc. to be able to contact as needed. 
• Greets visitors and notifies appropriate party of arrival; anticipates planned visitors and is responsible for being aware of visitors onsite. 
• Plans company and employee events including but not limited to onsite meetings, holiday parties, summer parties, conferences, etc.; responsible for ensuring accurate communication of information, food/beverage ordering, space rentals, etc. 
• Assists in providing general oversight to common areas which includes identifying potential security or safety concerns, ensuring all areas are clean and maintained, notifying maintenance of any general office needs, stocking supplies, maintaining conference rooms and general areas, and ensures corporate operations are running efficiently. 
• Purchasing supplies and ensures all employees can effectively operate in their roles with the correct supplies and tools. 
• Communicates any concerns, issues, needs, observations, etc. with the appropriate leadership team and/or Human Resources. 
• Supports all-company meetings to ensure the space is set up properly, has appropriate technology and connections, accessible to those who can enter the space, etc. 
• Understands and maintains information related to general company operations such as location of materials, websites used, contact information, etc. to be able to provide timely and accurate first-time information. 
• May assist the Finance Department/CFO in completing administrative duties include but not limited to cash applications, finance system maintenance, reporting, filing, data entry, etc. when primary duties are completed or time allows. 
• May support administrative operations for the Ontario Location as needed and provides cross-functional coverage for leaves, holidays, time-off, etc. 

Executive Partner Duties: 

• Provides high-level administrative assistance primarily to the Chief Executive Officer and/or other assigned leaders. 
• Maintains the scheduling of individual, team, and other stakeholder meetings for the executive team while ensuring calendars are up to date, accurate and detailed with meeting information, and supporting changes as needed. 
• Responsible for creating and managing the agendas for all Executive Leadership Meetings and Senior Leadership Meetings; ensures all agendas are completed and provided to appropriate parties. 
• Ensures corporate reports, presentations, board meeting notes/slides, etc. are updated and ready for scheduled and ad hoc meetings. 
• Assists in travel and accommodation arrangements which may require knowledge of local recommendations; reserves dining, lodging, event spaces, etc. as needed. 
• Manages executive expenses and reporting as needed. 
• Distributes information to the executive team in a timely and meaningful manner. 
• May attend meetings on behalf of or with the executive leadership team to assist in taking minutes. 
• Any other duties assigned by the CEO and/or C-Suite Team. 

Education and Experience:

• Minimum of 3 years of experience in corporate administration, executive support, office management, or related role (required)
• Associate’s degree in business administration, project management, communications, or related field or a combination of related education and experience (required)
• 3+ years of experience using standard software and technology such as Microsoft Suite (required)
• Business administration or management in food manufacturing, pet food industry, or Consumer Packaged Goods industry (strongly preferred)

Skills and Abilities:

A successful Administrative and Corporate Office Assistant and Executive Partner will: 

• Anticipate the needs of the workplace, leaders, and employees and ensure duties are completed in a timely and accurate manner.
• Resolve and provide solutions to unexpected or unplanned situations while maintaining a friendly and positive disposition. 
• Be confident, assertive, and friendly with all interactions – internal and external. 
• Prioritize tasks, delegate duties, ask for support when needed, and communicate any important information to the appropriate parties. 
• Be a self-starter that needs minimal supervision or guidance and effectively manages their time and schedules of others. 
• Be calm and in control in a high-paced environment that may be stressful or require multiple tasks to be completed at one time.
• Solve problems for self and others and communicate updates and information to the appropriate parties. 
• Adaptable to changing environment, technology, processes, and people. 
• Knowledgeable and eager to grow general business acumen skills such as expense reporting, board reports, data insights, etc. 
• Be excited and proud to represent the Carnivore Meat Company brand and products.

Physical Requirements:

This position sits in a standard, office environment with potential interaction with the operation and warehouse facilities. The role may be in an open environment with potential noise disruptions. The office does allow pets so one must be comfortable with pets. The role will require the usage of standard technology such as phones, computers, printer/scanning, etc. While the intent of this role is to operate during standard business hours, there may be times when it is required to work extended hours, evenings, holidays, and/or weekends. 

The physical demands must be met with or without accommodation for an employee to be successful in performing the essential job functions of this role. This includes regular and frequent walking, listening, sitting, standing, walking, use of hands and fingers, and the ability to push or lift up to 40 pounds.