Executive Assistant

TITLE: Executive Assistant
DIVISION/DEPARTMENT: Corporate
REPORTS TO: Chief Executive Officer
FLSA CLASSIFICATION: Exempt/Salary

Gold Star Foods is the leading food distributor to K-12 schools in the United States. We are a company devoted to providing our customers with incredible customer service. We know that it is our teammates who make the difference! Join our team and find out what it is like to work somewhere where you enjoy getting up for work every day!

POSITION OVERVIEW: The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer (CEO) and other assigned executives. This role exercises sound judgment, discretion, and confidentiality while managing competing priorities, coordinating executive activities, and helping ensure effective communication and follow-through across the organization.

PRINCIPLE RESPONSIBILITIES:

• Provides high-level administrative support and assistance to the CEO and/or other assigned executives, including proactive management of priorities, deadlines, and follow-up items.
• Prepares, drafts, edits, and formats correspondence, presentations, reports, agendas, meeting materials, and other executive-level documents.
• Coordinates business travel, including itineraries, transportation, lodging, meeting logistics, and related changes.
• Manages complex calendars, schedules and supports meetings, prepares agendas and materials, captures notes and action items, and follows up on commitments as needed.
• Serves as a professional point of contact for internal and external stakeholders, using discretion to appropriately route, prioritize, and respond to communications.
• Coordinates expense reports, invoices, records, supplies, and other administrative processes in support of executive operations.
• Handles sensitive and confidential information with a high degree of professionalism, judgment, and discretion.
• Performs other related duties and special projects as assigned.

REQUIRED SKILLS:

• Excellent verbal and written communication skills, with the ability to communicate professionally at all levels of the organization.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
• Strong time management and follow-through, with a proven ability to meet deadlines and adapt to changing priorities.

• Demonstrated discretion, sound judgment, diplomacy, and ability to maintain confidentiality.
• Ability to work independently, take initiative, anticipate needs, and build effective working relationships with internal and external stakeholders.
• Ability to type a minimum of 50 words per minute.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, with the ability to learn new systems and technology.

EDUCATION/EXPERIENCE:

• High school diploma or equivalent required.
• 5+ years of administrative or executive support experience, preferably supporting senior leadership, C-suite executives, or a CEO.

TRAVEL REQUIREMENTS:

• Minimal travel - 10% or less.  

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periods throughout the day. Reaching above shoulder heights, below the waist, or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques are required. May include lifting to 25 pounds on occasion.

EOE M/W/Vet/Disabled:

The above duties and responsibilities are essential job functions subject to reasonable accommodation.  All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements as the employee may be required to perform any other duties as assigned. In the event of an absence where the teammate cannot perform these duties, the Manager will determine who shall perform these duties.

Affirmative Action Statement:

Applicants must be currently authorized to work in the United States. We are proud to be an Equal Opportunity and Affirmative Action employer, and consider qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state, or local law.