Executive Administrative Assistant Jobs

About The Group

From a small store in Turin to a large, internationally recognized group: we are present in 90 countries around the world, with over 4,000 employees and 30 companies, managed directly and indirectly by the Luigi Lavazza Spa parent company, which distribute and market our products and coffee machines. In addition to Lavazza, the following brands are also part of our Group: Carte Noire, Merrild, Kicking Horse, Eraclea and Whittington tea.

Joining Lavazza means doing business with passion, knowing that the impact of our work goes beyond the quality of the production chain. We are a big family and we are constantly looking for new talents who share our values and can enrich our team.

Job Purpose/Overview

At Lavazza, the the Executive Administrative Assistant is to maximize and extend the effectiveness of the Senior Leadership Team of Lavazza Professional North America by anticipating needs, completing special project work, and assisting in meeting planning. The Executive Assistant is an extension of the Senior Leadership Team through communication and execution; they will play a key role in collaborating with leaders, associates, and guests from all parts of Lavazza Professional and external clients as well. Reporting into the HR Director, this role supports C-Suite executives, especially the President of Lavazza BU Americas.

Location: West Chester, PA

Key Responsibilities

• Other duties as required.
• External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
• Identify support needs, including vendor selection to bring event to fruition.
• Process & update purchase order requests.
• Provide expense report support to Senior Leadership members.
• Build and gain support for shared vision across multiple stakeholder teams and provide confident leadership to teams influencing recommended business outcomes.
• Interfacing with leadership, internal staff, clients, key stakeholders, high-profile individuals and important personal contacts
• Plan and coordinate Leadership Team meeting logistics, video & audio conferences, meeting rooms, guest arrival arrangement as well as any catering needs.
• Manage SharePoint site for Senior Leadership team, including designing communication decks; this could include meetings, Town Halls or associate communications.
• Global meeting planning, experience time zone planning.
• Maintain the executive schedule including travel, meetings, and any other scheduling needs.
• Design in-person events focusing on customer and associate experience to drive impact and maximize return.
• Project work as assigned and needed by the Leadership Team; could include new processes, stakeholder management, and/or individual projects for specific pillars.
• Heavy calendar management with independent decision planning based on priorities which requires forward thinking & strategizing.

Job Specifications/Qualifications

• High School Diploma/GED
• Ability to sit for extended periods of time
• Proficient technical skills (Word, Excel, PowerPoint, Outlook, OneNote, Sharepoint, Internet)
• Ability to work in a high-pressure environment and respond to work situations quickly.
• Excellent organization and analytical skills.
• Ability to interact with senior level management.
• A minimum of 10 years executive level secretarial/administrative expertise in a business environment.
• Effectively manage multiple job responsibilities and adapt to changing priorities.
• Ability to handle confidential information sensitively.
• Must be adaptable and flexible
• Able to travel domestic & internationally as needed
• Sedentary work; sit most of the time
• Ability to develop and demonstrate “team player” relationships.
• Demonstrated Conflict Management Skills
• Successful completion of a pre-employment drug and background screen
• Bachelors Degree in Business Managment or related discipline preferred
• Strong interpersonal, oral and written communications skills.
• Use of expense reimbursement system or similar

Benefits/Perks

• Monthly Lunches provided by Lavazza
• Onsite Cafeteria and Gym (West Chester location)
• 401K Package
• Employee Assistance Program
• Hybrid Work Schedule
• Flexible business casual dress code - jean friendly!
• Performance Development Plans
• Tuition Reimbursement
• Ability to be barista certified
• Free coffee, anytime!
• Employee Discounts
• Competitive Medical, Vision, Dental Benefits

Lavazza is an equal opportunity employer that is committed to diversity and inclusion in the workplace. Lavazza prohibits discrimination and harassment of any type and affords equal employment opportunities without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

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#westchester