ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II

  McCormick & Co., Inc., a world leader in the spice, flavor & seasonings industry, is seeking a full time Administrative Assistant on the McFONA Team.  This new hire will work in Flavor Division, located in Geneva, Il.  The Administrative Assistant will report to Director, Speciality Flavor Operations

POSITION OVERVIEW

Works under the direct supervision of the Director of Flavor in Geneva Illinois and is responsible for Geneva site administration including both traditional clerical duties and site/facilities support and Leadership.  In addition, will have critical involvement in a wide variety of site wide efforts. This is a high volume, demanding position requiring an individual with superb organizational skills, independent decision-making skills, and the ability to prevail with tight deadlines.

RESPONSIBILITIES

Facility Administration:

• Site responsibility as acting as info-hub for providing administration related information to support onboarding, current staff and visitors.  
• Maintains communication systems in the facility (ie. follow up with IT when support is needed or equipment is not working) and coordinates service to all devices and office equipment
• Conference Room Assists departments with catering and audio-visual equipment needs. Site responsibility for internal/external meeting and event coordination Manages facilities functions, purchasing, executive assistance, and event planning.
• Site event Management, organizing meetings, conferences, making travel arrangements and hotel reservations for employee’s and guests as needed.

Site Communication

• Disseminate pertinent information to Geneva site
• Maintain “MKC FONA ALL” distribution list and maintain additional site distribution lists as needed
• Maintain Site communications such as town hall presentations, announcements, NA Flavor internal newsletters, “speakers bureau” presentations, internal one-pagers, wins highlights and provide easy accessibility to key leaders
• Manage Internal Comms calendar of events and editorial calendar for key communications roll outs, internal campaigns, etc
• Support key NA Flavor communications events such as BU Growth Meetings, Townhalls, Sales Meetings.
• Coordinate key Geneva site communications forums such as site employee meetings and Geneva Leadership Council meetings and executive site visits. This includes ensuring agenda is prepared and communicated, materials for meeting are organized and complete, meeting rooms and equipment are operating effectively.    
• Supporting events such as grand openings/groundbreaking type ceremonies in Geneva. Manage logistics for Geneva hosted communication events.

Functional Administrative Support

• Functional support of such as Vendor payments, raining requisitions and purchase orders and Invoice reconciliation. Forecast meeting expenses and budget accordingly (HR, Operations, Sales).
• Support key leadership meetings as needed as well as the Geneva Leadership Council meeting (GLC) through scheduling, agenda creation, meeting mins and action item follow up.
• Assist with site leadership calendar, travel and expense needs.
• Supports all internal Geneva based committees.  Maximizes efforts across all committees for greater employee engagement. In conjunction with the Sr. Director, Human Relations, oversees the operation of the company store including management of employees and budget.

REQUIRED QUALIFICATIONS

• High School Diploma / GED
• General administrative/secretarial experience
• Proficient computer skills including creating and editing abilities in MS Word, MS Excel, PowerPoint, Lotus Notes, and Outlook
• Excellent oral and written communication skills.
• Ability to interact with individuals on all organizational levels, both internally and externally, and maintain a high degree of confidentiality
• Excellent organizational skills, including prioritizing diverse tasks
• Ability to work well under pressure, prioritize and work independently, as well as part of a team, to meet department needs
• Ability to prepare timely, accurate reports and presentations
• Ability to multi-task and work well within tight deadlines

PREFERRED QUALIFICATIONS

• 3+ year experience as executive assistant in mid-sized organization
• Meeting planning experience for groups of 20+ at an offsite location

McCormick & Company is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

As a general policy, McCormick does not offer employment visa sponsorships upon hire or in the future.