Office and Executive Assistant

Foremost Farms USA is one of the largest, leading dairy cooperatives in the United States and major dairy food and ingredients manufacturing business. We represent hundreds of Midwest dairy farmer members located in seven Midwest states, and we produce about 500 million pounds of cheese and 50 million pounds of butter in plants across our network every year. "We Bring Dairy to Life" in eight manufacturing plants across Wisconsin and Michigan and in our headquarters in Middleton (Madison), Wisconsin; and we're looking for employees who are innovative and aim for excellence in our wide variety of production, field and business roles. Join us!

JOB TITLE: Office and Executive Assistant
POSITION TYPE: Full time
CLASSIFICATION: Exempt

The Office & Executive Assistant provides administrative support for leaders of assigned business areas, as well as for the headquarters office. This role is responsible for the smooth, day-to-day operations of the headquarters office, and provides essential administrative support, ensuring efficiency, confidentiality and productivity by managing various tasks, from answering phones and scheduling meetings to handling correspondence, maintaining records, and supporting office management. The dynamic nature of this role requires that they have exemplary time management skills and the ability to identify and anticipate needs.

Key Accountabilities

Office coordination:

• Managing general office needs, including ordering/stocking kitchen and general office supplies, etc.

• Acting as the point of contact for office vendors, including but not limited to: FedEx, UPS, United Mailing Service, etc.

• Assisting with tradeshow & industry events coordination.

• Handling office mailing needs, including: (1) Managing and sorting incoming mail daily and ensuring appropriate coverage when not in the office, and (2) ad hoc mailing needs such as product, baby gifts, etc.

• Managing the online company store, including all planning, communication and follow-up.

• Supporting headquarters teams with event/activity execution.

• Managing correspondence with the landlord (ARTIS) and sharing any pertinent information about the building and/or building policies with necessary staff internally.

• Coordinating food orders for team meetings and leadership development training events.

Administrative support for leaders in assigned business areas:

• Providing administrative support and services, including managing daily schedules and arranging travel and lodging as required.

• Managing expense reports within the Certify program and other expense tracking programs.

• Prioritizing conflicting needs; handling all matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.

• Managing records and correspondence, including filing and retrieval of correspondence and documents.

• Reviewing and approving invoices for payment and issuing purchase orders.

Document creation and editing:

• Using Microsoft and Adobe tools to design and assemble information for external customer and key stakeholder meetings and presentations, as well as for internal meetings.

• Taking a proactive approach to continue to learn and grow skills in data visualization.

• Creating and updating as necessary: documents, presentations, spreadsheets as well as strategic and tactical business plan materials and activities.

• 3 years of job-related administrative experience.

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)

• Excellent communication and time management skills; proven ability to meet deadlines.

• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

• Skilled in Adobe Acrobat and other Adobe Creative Cloud applications (Illustrator, InDesign, or Photoshop)

Job Setting: Hybrid work arrangement between home and office, dependent upon business needs and supervisor expectations. Less than 25% work-related travel. Required to work outside normal business hours as needed

BENEFITS:

Because you and your family matter, Foremost Farms offers some of the best benefits in the area! Our comprehensive medical plan includes health, vision, dental, and prescription insurance. You can choose to enroll in a single or family plan with low monthly premiums and low annual deductibles ($250/$500). Other benefits include:

• 401(k) with a generous company contribution (100% match on up to 8% deferral)
• Paid time off, starting at 200 hours (25 days)
• 10 Paid holidays
• Paid parental leave (6 weeks paid at 100%)
• Flexible spending accounts - for medical and dependent care (childcare) expenses
• Life and disability insurance
• Employee Assistance Program
• Referral program
• Advancement opportunities!

Don't meet every single requirement? At Foremost Farms we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Equal Opportunity Employer

Minorities/Females/Veterans/Disabled are encouraged to apply.

At Foremost Farms USA, we believe that employee diversity brings strength to our organization. We are committed to providing equal employment opportunity to all individuals regardless of their race, creed, color, religion, sex, age, national origin, disabilities, veteran status, marital status, sexual orientation, military status, genetic information, or any other characteristic protected by state or federal law.

Successful completion of pre-employment screening is required, which could include a drug test, background check, and other verifications or assessments to be sure you will be able to succeed in your position.

Are you ready to Be Foremost?

Apply today at www.foremostfarms.com