Executive Assistant, Scientific and Regulatory Affairs
Grocery Manufacturers Association (GMA)
December 20, 2017
55000.00 - 62000.00
Full Time - Experienced
Admin / Clerical, Administrative, Support Services
4 Year Degree
The Executive Assistant (EA) provides secretarial and administrative support to the Executive Vice President, Scientific and Regulatory Affairs & Chief Science Officer (EVP/CSO). The EA also supports other members of the Division and the GMA Science and Education Foundation (SEF).
Executive Assistant Responsibilities:
Serves as the first point of contact for those interacting with the EVP/CSO, including internal and external parties. The EA screens telephone calls and emails on behalf of the EVP/CSO, exercises judgment in scheduling meetings, and refers calls and emails appropriately.
Maintains the EVP/CSO's Outlook calendar (daily and long-term), confirms attendance at key meetings on behalf of the EVP/CSO, and adjusts commitments as required.
Composes meeting materials, including the preparation of meeting agendas, reading materials and other relevant information in advance of meetings as well as the preparation of meeting minutes and follow-up documentation.
Arranges travel frequently in alignment with the budget, including reservations, logistics, and the creation of detailed itineraries available in multiple formats.
Coordinates various meeting logistics, including scheduling, set-up, catering, conference calls, and meeting communications.
Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority.
Prepares and processes invoice requests for contracts, contribution commitments, and other financial items.
Scientific and Regulatory Affairs Division Responsibilities:
Routes incoming communications to appropriate Division staff members and follows up to assure outgoing communication and/or proper action has taken place.
Coordinates Division staff meetings, including scheduling, the preparation of agendas or related materials, and other meeting logistics.
Provides presentation support, including formatting and design of PowerPoint presentations.
Participates on GMA employee teams and/or cross-functional project teams as assigned.
Assists in the preparation of contracts, check and invoice requests, and the annual budget.
The best candidates for this position:
Hold a Bachelor's degree in Business Administration, Management or a related area OR equivalent combination of training and work experience.
Has five (5) years of related work experience, association and/or food science work experience desirable.
Has advanced proficiency in the use of Microsoft Office applications including Word, Excel, PowerPoint, Visio and Publisher.
Are comfortable navigating cloud-based systems.
Demonstrate flexibility and comfort with ambiguity.
Demonstrate a self-directed, proactive approach.
Exhibit significant attention to detail.
Exercise discretion, common sense, tact, and exhibit professionalism and respect for the confidentiality of sensitive documents and communications.
GMA offers a collegial team-based work culture, flexible work environment and opportunity for professional growth. To learn more about GMA please visit us at: www.gmaonline.org. To learn more about this opportunity or to apply please forward your letter of interest and a current resume marked attention HR18-03 to email@example.com. GMA is an equal opportunity employer.
The Grocery Manufacturers Association (GMA) is the trade organization representing the world’s leading food, beverage and consumer products companies and associated partners. The U.S. food, beverage and consumer packaged goods industry plays a unique role as the single largest U.S. manufacturing employment sector, with 2.1 million jobs in 30,000 communities across the country that deliver products... vital to the wellbeing of people in our nation and around world. Founded in 1908, GMA has a primary focus on product safety, science-based public policies and industry initiatives that seek to empower people with the tools and information they need to make informed choices and lead healthier lives. For more information, visit gmaonline.org.
GMA is an equal opportunity employer that supports a diverse workforce. We seek candidates for employment based on knowledge, skills and abilities that are relevant to job performance. We do not discriminate on any basis prohibited by federal, state or local law.