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Executive Secretary

Company: Michigan Milk Producers Assoc
Location: Novi
Posted on: July 8, 2024

Job Description:

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. ABOUT US: 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.WHY YOU'LL LOVE WORKING HERE:

  • 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 JOB RESPONSIBILITIES
    • Administrative functions for CEO and Sr. Mgt. staff:
      • Will provide advanced administrative support to 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 -- serve 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 executive office and redirect as appropriate. Provide backup phone support as needed.
      • Manage calendar appointments
      • Professionally interface with all levels of personnel, including senior management, external company executives and their assistants as well as various stakeholders - employees, board members, members, industry partners, government agencies, national organizations, etc.
      • Maintain workflow when executive officer team members are out of the office.
      • Prepare travel agenda/itineraries
      • Sorting and distributing incoming correspondence for executive office
      • Maintain and file required reports related to legislative activity.
      • Maintains confidence and protects operations by keeping information confidential.
        • Board Meeting Support
          • Serve as administrative liaison to Board of Directors.
          • Coordinate activities related to Board meetings including hotel meetings and overnight arrangements.
          • Compiles and assembles materials related to Board meetings and activities.
          • Prepare various correspondence to Board members.
          • Maintain communication system with board members regarding upcoming meetings and conferences.
          • Assist with conducting virtual Board meetings.
          • Maintains confidential files related to Board activities.
          • Prepare travel agendas/itineraries for conferences and make travel arrangements for Board members as needed.
          • Assist with other board-related activities as needed.
            • General administrative responsibilities
              • Expense report and credit card reconciliation
              • Maintain electronic and paper filing system and contact lists.
              • Perform various administrative tasks - check requests, letters, placing various orders and handling misc. correspondence.
              • Arranging flights, accommodations and other travel-related needs for MMPA employees.
              • Coordinating meetings, conference calls, interviews and other kinds of daily engagements.
              • Coordinate lunch arrangements as needed for various meetings of the sr. leadership team and other office activities as needed.
              • Provide additional support as needed with special projects and event planning, etc.
              • Assist with member meeting preparations as needed
              • Preparing documents for various meetings as needed.
              • Perform other duties, as assigned EDUCATION/EXPERIENCE
                • Bachelor's degree or equivalent experience.
                • Five to ten years providing support for upper-level management.
                • At least 3 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 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
                • Must be familiar working with online calendars Join us in maintaining the highest standards in the dairy industry! Apply now and become part of our dynamic MMPA team! To perform this job successfully, an individual must be able to perform each responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the responsibilities. This job description is not designed to contain a comprehensive list of responsibilities that are required of the role. Responsibilities may change at any time with or without notice. MMPA provides the opportunity for meaningful work that makes a difference in the dairy industry and in our communities. The diverse talents and perspectives of our employees help us to meet the needs of our member farms and the customers we serve. MMPA is an equal opportunity employer. PIe7a014ea25bb-31181-34729578

Keywords: Michigan Milk Producers Assoc, Novi , Executive Secretary, Administration, Clerical , Novi, Michigan

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