Executive Assistant - Executive Leadership Team

Job Description

• Department: Executive Leadership
• Reports to: Lead Executive Assistant & Office Manager
• Location: Philadelphia, PA

Make a greater impact at Bonduelle Americas!

Bonduelle Americas is a certified B Corp inviting people to embrace a flexitarian lifestyle with an expanding portfolio of plant-rich products available in and beyond the produce aisle. We operate four facilities and employ nearly 3,000 Associates in the US.

Bonduelle Americas is a wholly-owned subsidiary of Groupe Bonduelle (BON.PA), an established global brand with more than 170 years of family heritage bringing the joy of plants to tables around the world. Globally, our ready-to-eat plant-rich food products are grown on 173,000 acres by our grower partners and marketed in nearly 100 countries. Our mission is to inspire the transition toward a plant-rich diet to contribute to people's well-being and planet health.

Join us at Bonduelle Americas for an opportunity to advance your career in a culture that places people first. As a valued member of our company, you will work in a mission-driven environment aimed at preserving the planet’s resources while providing healthy plant-based products to millions of consumers around the world.

Position Summary:

We are seeking a highly organized, proactive, and discreet Executive Assistant to the Executive Leadership Team to provide high-level administrative and operational support to three members of the Executive Leadership Team.This is a fast-paced, highly visible role requiring exceptional judgment, organization, communication, and attention to detail. The Executive Assistant will serve as a trusted partner to the executives, managing complex calendars and priorities, coordinating domestic and international travel, supporting expense management, preparing for meetings, and ensuring seamless communication and follow-through across the organization.The ideal candidate is someone who can anticipate needs, build strong relationships, operate with a high degree of confidentiality, and confidently manage multiple priorities while maintaining a professional and service-oriented approach.

Key Responsibilities:

• Provide comprehensive administrative support to three Executive Leadership Team members.
• Manage complex and frequently changing executive calendars, including internal and external meetings, and conference calls.
• Proactively identify scheduling conflicts and recommend solutions based on executive priorities.
• Coordinate meetings across multiple time zones, locations, and organizations.
• Ensure executives are prepared for upcoming meetings by coordinating agendas, pre-reads, presentations, and other necessary materials.
• Maintain strong communication with internal teams, external partners, and other Executive Assistants.
• Serve as a trusted gatekeeper and point of contact for scheduling and executive priorities

Travel & Logistics

• Coordinate all aspects of domestic and international business travel, including flights, hotels, ground transportation, itineraries, and changes while traveling.
• Manage complex travel schedules and last-minute adjustments.
• Prepare detailed travel itineraries and ensure executives have all necessary information prior to departure.
• Coordinate travel logistics with internal teams, external partners, when needed.
• Provide support for executive travel-related needs while executives are on the road.

Expense Management

• Manage and coordinate expense reports for assigned executives and approve appropriate members of their teams' expense reports.
• Ensure expenses are submitted accurately and on time, with appropriate receipts and supporting documentation.
• Monitor expense requirements and company travel & entertainment policies.

Meeting & Team Support

• Attend select leadership meetings and take detailed, accurate meeting notes.
• Track action items, follow-ups, and commitments and help ensure timely completion.
• Build strong working relationships with members of the Executive Leadership Team and their respective teams.
• Maintain close communication with executive team members to understand priorities, deadlines, and changing needs.
• Help coordinate team meetings, leadership sessions, offsites, and other executive events.
• Assist with meal planning and catering coordination for team meetings, and events.
• Support planning and execution of team events, celebrations, meetings, and other team-building activities.

Relationship Management & Collaboration

• Develop strong relationships across the organization and become a trusted resource for the executives and their teams.
• Work closely with other Executive Assistants to coordinate schedules, meetings, travel, and organizational priorities.
• Partner with HR, Finance, IT, Facilities, Communications, and other departments as needed.
• Assist the broader EA team with coverage and special projects when needed.
• Contribute to a collaborative, team-oriented EA environment and provide support where needed during high-volume periods.

Confidentiality & Discretion

• Handle highly confidential and sensitive information with the highest level of discretion.
• Exercise sound judgment when managing confidential executive, employee, business, financial, and organizational information.
• Maintain professionalism and confidentiality in all internal and external interactions.

Additional Responsibilities

• Provide occasional support outside of standard business hours when business needs require it, particularly related to executive travel, time-sensitive matters, or critical meetings.
• Anticipate executive needs and proactively address issues before they become problems.
• Take on additional responsibilities and provide coverage for the EA team as needed.

Minimum Qualifications:

• 5+ years of experience supporting senior executives, preferably C-suite or Executive Leadership Team members.
• Experience supporting multiple executives in a fast-paced corporate environment.
• Exceptional calendar management and organizational skills.
• Demonstrated experience coordinating complex domestic and international travel.
• Strong experience with expense reporting and executive-level administrative processes.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to build relationships at all levels of an organization.
• Ability to manage confidential and sensitive information with discretion.
• Strong attention to detail and follow-through.
• Ability to anticipate needs, prioritize competing demands, and work independently.
• Comfortable operating in a dynamic environment where priorities can change quickly.
• Strong Microsoft Office/365 skills, particularly Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work collaboratively as part of an Executive Assistant team.
• Must be able to work on site Monday-Thursday with remote work available on Fridays.