January 21, 2020

Executive Assistant to the CEO and Office Manager

The a2 Milk Company

Who We Are:
a2 Milk®, Boulder, CO: We’re helping America to love milk again. a2 Milk® comes from cows that naturally produce only the A2 protein and no A1. Published research suggests a2 Milk® may help avoid stomach discomfort in some people. a2 Milk® USA is experiencing rapid growth with +160% growth vs previous year. Our milk is currently distributed in more than 13,000+ U.S. retail stores including Walmart, Costco, Target, Sprouts, Whole Foods, King Soopers, Safeway and most other grocery chains.

What You Will Do:
The Executive Assistant/Office Manager (EA/OM) serves as a true partner to the CEO, becoming his advocate according to his personal priorities and values, as well as those of the company. The company is in growth stage mode and a key focus in the first 90 days is to work closely with the CEO and Senior Leadership Team to identify priorities for supporting the CEO in his goals as well as identifying key action steps for the office. Importantly, the office will be moving locations in the April timeframe (within a couple of miles of current location) and the EA/OM will take a lead role in coordinating this move. In addition, there will be a global Board of Directors Meeting in the US the first week of May 2020 and the EA/OM will play an important role in managing all logistics for this meeting.

The Executive Assistant supports the CEO with administrative duties including calendar administration, travel coordination, correspondence management, social media management, and personal assistant responsibilities. EA time allocation, subject to adjustment, is 50% to CEO and the balance split on projects supporting the SLT and Office Administration. It is important that the EA/OM takes on the role of cheerleader to the office and sometimes conduit between the employees and the Senior Leaders of the organization when gaps of communication are uncovered.

EA to work with the CEO and Culture Committee to help improve the company culture in keeping with corporate values and supporting the rest of the SLT as needed.
Responsibilities include:
Manage CEO’s calendar and coordinate appointments and meetings for business and social calendars
CEO travels internationally and at times communication that is not during normal business hours may be needed. Must be comfortable coordinating with EA’s globally and be able to professionally manage requests from senior managers and directors around the world.
Organize and maintain CEO’s contacts including telephone numbers, email addresses, and business addresses
Track data, organize passwords, contacts, codes, manage phone accounts (i.e. activate/deactivate International usage plans as necessary), etc.
Create computer/filing systems and handling phone/email inquiries
Coordinate travel and hotel reservations, create travel packets and itineraries, administer CEO expense reimbursement
Prepare reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software
Assist CEO with preparation of presentation materials for Global CEO, Company Communication, and Board of Director meetings
Help maintain and update systems for the company including phone system, Zoom, and act as primary coordinator with IT help desk
Coordinate regular all company and sales meetings, assist in mailing to field or PR efforts as needed
Primary coordination for all suppliers relative to office management (Cleaning, IT, Building Management, Supplies ordering, food service and office coffee for office)
Work Environment and Physical Demands:
Significant computer work including typing and data entry
Ability to lift 25 pounds
Occasional travel to support CEO in logistics management of corporate meetings.

Who You Are:
5+ years in high level administrative support role, ideally in the natural and organic products industry (industry experience not mandatory)
Experience in a start-up or small company environment
Exceedingly well organized, flexible and finds satisfaction in the administrative challenges of supporting a growing office of diverse people and programs
Personal values align with the vision and values of the organization
Driven by a strong work ethic and proactive approach to responsibilities
Ability to manage complex tasks and prioritize competing demands to meet deadlines
Resourceful and independent – ability to research across all media and to extract information and ask pertinent questions
Knowledge of administrative and clerical procedures and systems such as word processing, file and record management, form design, and other office procedures and terminology
Excellent use of the English language, both written and verbal, including the meaning and spelling of words, rules of composition, and grammar – Expert-level written and verbal communication skills
Strong editing skills
Excellent decision-making ability and attention to detail
Can interact with team (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
60 wpm touch typing
Leadership Skills:
Ability to manage and influence people and get results through others
Team-focused, enjoys working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others Technical Skills
Expert technical skills on both MAC and PC, adept at Microsoft Office 365 Suite
Must have experience and have high level expertise with Office Suite of products
Creative with PowerPoint presentations
Education/Training
College degree or equivalent experience
Technical, software specific or other continuing education is a plus
Expectations & Development:
As a member of the team we expect you to be accountable for your actions, to challenge existing processes and to grow both professionally and personally. This means having the willingness to claim 100% ownership for results, both individually and collectively with others and to “think outside of the box” when it comes to processes, policies, and strategies. It also requires seeking out new knowledge and skills and assisting others in growing similarly.

 

Please send post inquiries to Alexis Palmer at alexis.palmer@creativealignments.com.