Executive Administrative Assistant – 1023412

Who are we:
We're a leading Northeast family-owned food, agricultural products, and agricultural services organization headquartered in Pennsylvania. We provide animal nutrition and feeds; specialty protein production, processing, and marketing; on-farm protein production services; and grain, fertilizer, and ingredient procurement.
We're a stable company with strong core values, great benefits, competitive wage structure, and a safe and healthy work environment. With over 850 team members, we're a growing company in an essential sector – agriculture!
Learn more here: https://www.thewengergroup.comWhat your day looks like:
POSITION SUMMARY:
The Executive Administrative Assistant provides high-level, confidential administrative and executive support to the Executive
Chairman
of the Board,
Vice
Chairman
of the Board , and
Senior
Vice President & Corporate Secretary
and Lead Trustee . This role
is responsible for
managing complex calendars, coordinating meetings and travel, preparing executive correspondence, and supporting Board-related activities. The position plays a critical role in ensuring effective communication, organizational efficiency, and seamless execution of executive and Board functions.
ESSENTIAL JOB FUNCTIONS:
Provide comprehensive executive-level administrative support to the Executive
Chairman
of the Board,
Vice
Chairman
of the Board , Senior Vice President & Corporate Secretary,
Family Office,
and Trusts,
including managing calendars, prioritizing schedules, and coordinating internal and external meetings.
Prepare, proofread,
maintain ,
and distribute a wide range of professional correspondence, reports, presentations,
board documents,
board binders,
and
other
confidential documents with exceptional accuracy and attention to detail.
Screen and manage incoming phone calls, mail, publications, and correspondence; respond or redirect inquiries as
appropriate while
maintaining
confidentiality.
Coordinate and schedule Board of Director meetings
for three or more Boards , executive leadership meetings, and
special events , including preparation of agendas, meeting materials, minutes, and follow-up actions.
Arrange domestic and international travel for executives and other departments as
needed ; track and reconcile travel expenses and
maintain
expense spreadsheets.
Initiate and process payment vouchers, invoices, reimbursements, and expense reports in
a timely
and
accurate
manner.
Maintain executive records and files using
Microsoft Teams,
Microsoft Outlook ,
SAP Concur,
PowerPoint,
Agiloft ,
QuickBooks, and other systems, ensuring proper organization, retention, and confidentiality of sensitive information.
Draft and coordinate correspondence on behalf of executives, including letters to suppliers, legislators, political representatives, and business partners.
As needed, s upport executive and company initiatives such as major corporate functions, sponsorships, banquets, industry events, and golf outings, including
logistics , registrations, and payments.
Manage memberships, renewals, and registrations for industry, professional, and business organizations (e.g., chambers of commerce, industry associations, leadership forums).
Maintain and administer contract databases and electronic contract filing systems.
Maintain and administer
board portals
and logs.
Serve as back-up support for the front desk/receptionist
and facilities team
as needed .
Develop and
maintain
relationships with
Team Members including Executive Leadership ,
with
Directors,
and
with leadership
teams of
key customers.
Perform
additional
administrative and executive support duties as assigned to support organizational effectiveness.
EDUCATION & EXPERIENCE:
High school diploma or equivalent required;
associate's
degree preferred.
7-10 years of progressive executive administrative support experience, preferably supporting senior executives and/or Boards of Directors.
Demonstrated ability to handle highly confidential information with discretion, professionalism, and sound judgment.
Exceptional attention to detail, accuracy, and organizational skills with the ability to manage multiple priorities and deadlines.
Advanced
proficiency
in Microsoft
applications
and PowerPoint ; experience
with document management systems and accounting software preferred.
Familiarity with AI productivity tools (e.g., Microsoft Copilot, ChatGPT or similar) to support drafting, summarizing, and organizing information while
maintaining
confidentiality and using good judgment.
Strong written and verbal communication skills with the ability to interact effectively with executives, Board members, internal teams, and external stakeholders.
Ability to work independently, exercise initiative, and
anticipate
executive needs in a fast-paced environment.
Strong time-management skills and the ability to adapt to changing priorities.
Basic math skills and experience tracking expenses, invoices, and payments
In addition to our more traditional benefits, we also offer great perks and numerous resources for professional development and team building:
Promotional opportunities
Rewards and recognition programs
Robust onboarding and training program
Employee Discount Programs (Perks at Work)
Employee referral program
Encouraging and collaborative culture
What our benefits are:
Paid Time Off, Floating Holiday, Volunteer Day, Parental Leave, etc.
Carebridge Employee Assistance Program
For all full-time members:
Medical
Dental
Vision
Health Savings Account (HSA)
Medical Flexible Spending Account
Dependent Care Flexible Spending Account
Life Insurance/Accidental Death and Dismemberment Insurance
Short-Term & Long-Term Disability
Pet Insurance
Each team member has the potential to earn a yearly bonus based on the achievement of company goals.
The Wenger Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type as protected by federal, state, or local laws. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.