Executive Assistant

You know our brands, The Laughing Cow, Babybel, Boursin, Kaukauna, Merkts and Price's, which elicit smiles across America. They are daring, responsible and deliver dairy goodness. As you imagine, this mindset is contagious! Bel Brands USA is part of an international family company, which has led an ambitious growth strategy for 150 years and is today the world's third largest branded cheese company. If like our 12,000 employees globally, you want to have an impact in an entrepreneurial and demanding company, and share smiles around the world, dare to live the Bel experience!

Be you. Be ambitious. Be Bel.

Bel Brands USA has been named Chicago's "101 Best and Brightest Companies to Work For" for 10 years in a row. The company is headquartered in Chicago and operates three manufacturing plants in Little Chute, WI, Leitchfield, KY, and Brookings, SD.

Job Description Summary

The Executive Assistant – Factory provides a wide range of administrative support for the leadership team at the Little Chute, WI Manufacturing Facility. Reporting directly to the Factory Director, this role will work closely with the factory leadership team to ensure effective office operations by managing key office functions, including coordination of factory events, visitor coordination and support, office supply management, and general administrative support.

Essential Duties and Responsibilities

• Administrative Support:  primary support for Factory Director, HR Manager and Little Chute leadership team, including but not limited to the following:
  • Preparing business presentations and/or communications
  • Filing and records management
  • Make travel arrangements and prepare expense reports for Factory Director and Little Chute leadership staff as requested
• Office Management: Coordinate and manage various tasks associated with maintaining a clean, efficient and operational office.
  • Responsible for maintaining an orderly and presentable lobby area, as well as ensuring office community spaces are equipped with essential items (i.e. refreshments, utensils, tissue, napkins, products for sampling, etc.).
  • Order and maintain general office supplies, including supply room and first aid room.
  • Ensure supplies for office breakroom are maintained and coordinate services for vending machines and vending services.
  • Maintain office equipment, manage front office USPS, FedEx, UPS mail (inbox and outbox)
• Event Coordination: At the direction of department leadership, coordinate various Little Chute events and recognition programs (i.e. team building events, awards and certificates, flu clinics, hearing tests, townhalls, Days-4-Good, etc.) while maintaining and adhering to assigned budgets.
• Visitor Management: Coordinate and manage tasks associated with Little Chute ‘site visits’:
  • Organize and communicate travel information, where requested, collaborate on agenda development, organize meals, snacks and refreshments, and/or make restaurant and event reservations.
  • Maintain a welcoming and organized check-in procedure for all factory visitors by following necessary check-in procedures and safety orientation, directing and/or escorting guests as necessary and ensuring guests receive a professional welcome.
• Human Resources Coordination: Acts as a key support for the HR team in several key areas, including but not limited to the following:
  • Responsible for coordinating and supporting a warm welcoming experience for all factory new hires (hourly and salary/office):
    • Salary/Office: organize office or workspace to ensure clean, orderly and provides basic office and IT supplies, complete new hire check-in and security badge process and support orientation scheduling as requested by hiring manager.
    • Hourly/Factory: organize training room, schedule trainers, coordinate orientation materials, complete new hire check-in and badging process, and complete additional orientation tasks as necessary
  • Manage communication processes
    • Uploading content to monitors, maintaining bulletin boards and sharing materials throughout office and plant community areas
  • Perform additional HR support duties as requested, including event coordination and support; tracking training records; managing safety shoe and glasses program; attendance tracking; unemployment verifications.
• Performs other miscellaneous duties as assigned.

Knowledge/Education:

• High School Diploma required
  • Associate Degree or additional education beyond High School is preferred.
• 3+ years of administrative experience required. Experience in a production manufacturing environment is preferred.
• Initiative, creative problem-solving and a proactive mindset are required.
• Demonstrated ability to handle and maintain information confidentially.
• Demonstrated high attention to detail and commitment to quality in all aspects of job performance.
• Extensive skills in Microsoft Office (emphasis on Outlook, Word, Excel and PowerPoint)
• Must be able to read, write, and speak English.  Spanish language skills are a plus.

Competencies and Abilities:

• Must be able to professionally and succinctly communicate, both written and verbal, with all levels of the organization and external parties
• Ability to model professionalism and function in a high demand, performance-driven environment while promoting a welcoming and friendly work environment.
• Must be dependable, trustworthy, able to bring energy to the performance of a task.

Performance Expectations:

Confidentiality, quality, accuracy, timeliness, reliability, and thoroughness of work performed; ability to gain the trust and respect of management team at the facility and employees, maintain the integrity of confidential business and product information; ability to communicate effectively and develop good working relationships with employees at all levels of the company, ability to work with and through others is essential to accomplish goals and objectives of the Company. 

Working Conditions: 

Work is performed largely in an office with some exposure to a plant environment.  Hours of work will generally be during regular business hours equaling 40 hours per week. There will be some variation in work hours due to special projects, deadlines and other matters. Likely to experience frequent interruptions to workflow.  Occasional travel to other company locations may be required on a limited basis.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have the ability to occasionally lift 20-40 pound boxes.

Bel Brands is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability status or any other basis protected by applicable federal, state, or local laws. Bel Brands also prohibits harassment of applicants or employees based on any of these protected categories. It is also Bel Brand’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Bel Brands is committed to recruiting, hiring and promoting people with disabilities and veterans. If you need an accommodation or assistance in using the website, please call 312-462-1500.

If you think that this job is for you, please click now on the button "Apply".