Note: The job is a remote job and is open to candidates in USA. Dairy Management Inc. is seeking a part-time Administrative Assistant for their Corporate Communications and Farmer Industry Relations team. The role involves providing administrative and executive support, managing schedules, coordinating projects, and ensuring effective communication within the team.

Responsibilities

• Monitor calendar and schedule calls, meetings, and flow of communication
• Plan and coordinate special projects for vice president as requested
• Maintain accountability and accept responsibility for daily activities reporting to vice president on status of all activities, requests, and open items
• Compose, draft, proof, edit, and finalize correspondence including meeting invitations, follow up e-mail and other documents
• Review incoming tasks and actions from the team to ensure prioritization and success of the vice president regarding deadlines
• Create and maintain accurate paper and electronic filing ensuring documents are sent to headquarters and securely destroyed according to company’s document retention policy
• Familiarity with company’s policies as outlined in the handbook and online, including but not limited to, travel, record retention and leave polices
• Maintain an updated job description and desk procedures manual for your position
• Handle planning logistics for vice president and directors for trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with organization policy
• Monitor vice president and directors’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of attendees involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various company off-site meetings as requested in an upbeat and professional manner
• Facilitate the successful implementation of projects initiated by vice president and/or directors
• Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including: Correspondence, Travel arrangements, Timelines, Meetings, agenda times, participants’ confirmation, Calendar coordination and cross-checking of facts, Coordination with other Dairy MAX team members, Spreadsheets and PowerPoint presentations, Outlook contact database

Skills

• Ability to translate and anticipate requests as requirements into achievable goals
• Manage the process through which objectives are met
• Monitor calendar and schedule calls, meetings, and flow of communication
• Plan and coordinate special projects for vice president as requested
• Maintain accountability and accept responsibility for daily activities reporting to vice president on status of all activities, requests, and open items
• Compose, draft, proof, edit, and finalize correspondence including meeting invitations, follow up e-mail and other documents
• Review incoming tasks and actions from the team to ensure prioritization and success of the vice president regarding deadlines
• Create and maintain accurate paper and electronic filing ensuring documents are sent to headquarters and securely destroyed according to company's document retention policy
• Familiarity with company's policies as outlined in the handbook and online, including but not limited to, travel, record retention and leave policies
• Maintain an updated job description and desk procedures manual for your position
• Handle planning logistics for vice president and directors for trips; provide detailed itineraries, agendas, directions, and backup materials
• Prepare expense reports in timely manner ensuring accuracy and submit in accordance with organization policy
• Monitor vice president and directors' calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of attendees involved, requests for meetings and telephone calls
• Communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed
• Assist with various company off-site meetings as requested in an upbeat and professional manner
• Facilitate the successful implementation of projects initiated by vice president and/or directors
• Produces work that is thorough and meticulous
• Attend to all necessary details
• Deliver timely results in all areas including correspondence, travel arrangements, timelines, meetings, agenda times, participants' confirmation, calendar coordination and cross-checking of facts, coordination with other Dairy MAX team members, spreadsheets and PowerPoint presentations, Outlook contact database

Company Overview