Executive Administrative Assistant

Summary: The Executive Administrative Assistant provides high‑level administrative support to senior leadership, ensuring smooth day‑to‑day operations and effective coordination across the executive team. This role requires exceptional organization, discretion, and the ability to manage shifting priorities in a fast‑paced environment. The Executive Administrative Assistant reports to the Vice President & General Manager.  

 

ESSENTIAL DUTIES AND RESPONSIBILITIES: This list is not intended to be all-inclusive and other duties may be assigned. 

• Executive Support and calendar management 

• Communication & Correspondence- including drafting internal communications, manages incoming inquiries, prepares presentations.  

• Provides daily support to the executive team including preparation of various ad hoc business reports, accountability trackers, and materials requiring a high level of confidentiality. 

• Compiles ongoing internal reports, revises and updates reports as necessary. 

• Manage the assignment of office space as needed. 

• Maintains records and files in accordance with Records Retention Policy. 

• Maintain certificates of insurance for vendors. 

• Answer telephone, screen calls, take messages, manages incoming and outgoing mail. 

• Maintain/manage the executive electronic document library.  

• Orders all supplies for the executive area.  

• Assist in the preparation of Board Materials for quarterly Board meetings and help manage board software.  

• Coordinate Company Vehicle Usage Process. 

• Prepare expense reports on behalf of the leadership team, as requested (including credit card reporting) 

• Assists executives in managing calendars and handling external callers in a sensitive manner. 

• Coordinates meeting logistics and meeting room calendars.  

• Performs projects assigned by the Executive leadership team.  

• Develops collaborative relationships with leaders at all levels built on mutual trust. 

• Schedule appointments and make travel arrangements for the team as needed.  

• Prepares correspondence as needed. 

• Maintains complete confidentiality regarding all information and handles sensitive information with discretion.  

• Assist in the organization/preparation of special events related to employee and/or community involvement with STF.  

• Work with plant visitors to coordinator meetings, agendas and all visitors documentation. 

• Handles sensitive information with discretion.  

• Maintain company vehicles.  

  

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the work environment, knowledge, skill, and/or ability required or preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

EDUCATION and/or EXPERIENCE: Minimum of a High School diploma or equivalent is required. Five plus years’ of experience in an administrative role supporting executive level employees. Manufacturing experience preferred. Experience working on projects and the administration of project management.  

 

COMMUNICATION SKILLS: Must have excellent written and verbal communication skills. A detail-oriented performer with a sense of urgency that easily adapts to timelines within a fast-paced high volume environment. Ability to interact and effectively communicate with senior executives. Experience handling sensitive, complex and confidential matters.  

 

LANGUAGE SKILLS: Ability to read and interpret documents in the English language such as procedure manuals. Experience working in a multi-cultural environment; bilingual skills considered a plus. 

 

MATHEMATICAL SKILLS: Ability to apply mathematical applications to practical situations.  

 

REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical, diagram, written and/or verbal form and deal with several abstract and concrete variables.  

 

OTHER SKILLS AND ABILITIES: Ability to use computers and all standard programs used by the industry and the ability to learn and effectively use any and all other computer programs that are or will be made available. Must be advanced in Microsoft Office suite to include, excel, word, outlook, teams and power point. Must be a self-motivated, self-starter that has the ability to effectively multi-task. Exceptional organization skills, accuracy and attention to detail is required. Confidence using AI a plus. Project management a plus. Comfortable working in a dynamic, fast-moving environment. Strong organization and time-management skills. 

 

MISSION, VISION, & VALUES: Must believe and lead STF’s MISSION of producing quality pork products, igniting the passion and growth of our team members, helping our community thrive, and making our business prosperous. Remembering that together we will achieve more by working safely and cultivating an inclusive and empowering environment. Must believe and fully engage in STF’s VISION of being a place where we all belong, working as one, to build our future. Must live STF’s VALUES in all decisions, behaviors, and interactions, which include- 

 

SAFETY- Be committed to the safety and welfare of all employees through prevention, education, and awareness, with the ultimate goal of eliminating workplace accidents. 

QUALITY- Our customers and families depend on us to provide a safe, quality product, by maintaining the highest food safety standards and desired customer specifications. Must take pride in the products we produce and serve. 

DIVERSITY- We embrace diversity of identity, experience, and thought, and actively strive for inclusive behaviors across our company and our work. By promoting these values, we aim to create a positive work experience that encourage a sense of belonging.  

COMMUNITY- Be a positive representative of STF in our community while supporting the organizations who work for the betterment of Siouxland.  

SUSTAINABILITY- Be a steward of the earth by managing our environmental footprint. 

 

 PHYSICAL DEMANDS: While performing the duties of this job, the employee will be required to move about the facility. The employee is required to sit; use hands to finger; handle; or feel/hold objects; reach with hands and arms; climb or balance; speak, hear, taste, and smell. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vison, color vision, depth perception, and the ability to adjust focus. Individual must be able to effectively work in a normal production environment where temperatures and noise levels may vary. Generally the incumbent must be able to sit and use a computer for extended periods of time. 

 

WORK ENVIRONMENT: The work environment includes normal office environment. The noise level in the work environment is usually quiet. Will be required to move around the facility while working on projects and on tours with the leadership team and with visitors.  

 

NORMAL WORK SCHEDULE: The hours and days of work are established as needed by operations and at the discretion of management and may be changed (increased or decreased) by management as required.