What are the responsibilities and job description for the Executive Operations Assistant position at Pro Food Systems, Inc.?
EXECUTIVE OPERATIONS ASSISTANT
REPORTS TO: Director, Executive Operations
FLSA STATUS: Non-Exempt
SUMMARY
As the Executive Operations Assistant within the Executive Operations team at PFSbrands, you will play a key role in supporting leaders, departments, and company-wide initiatives through administrative execution, process ownership, and operational support. This role is designed for someone who thrives in a fast-paced environment, enjoys variety in their work, and takes pride in helping others and the organization succeed.
No two days will look the same. Some responsibilities recur on a cadence while others shift based on leadership needs, business priorities, and what comes up. This role does not have a single defined lane. It has a wide footprint across leaders, departments, and types of work. The right candidate is comfortable with that and sees the breadth as an opportunity to build organizational knowledge and grow professionally.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provide support and adapt quickly to shifting priorities, providing support wherever business needs arise across leaders, departments, and initiatives. No task is too small and no request is outside the scope of this role.
- Own and maintain assigned recurring programs, processes, operational tools, and administrative systems, ensuring accuracy, consistency, and timely execution.
- Support the SOP governance process by coordinating reviews, maintaining documentation standards, and tracking updates to ensure procedures remain organized, current, and accessible across the organization.
- Provide administrative support to leaders, departments, and company-wide initiatives by coordinating requests, responding to inquiries, and ensuring follow-through on assigned tasks.
- Manage expense submissions and administrative support requests for assigned leaders.
- Manage travel arrangements, hotel reservations, registrations, and other logistical support for leaders and company events.
- Maintain and update Smartsheet’s, trackers, reports, databases, and other operational tools to ensure accuracy and visibility.
- Manage assigned vendor relationships, subscriptions, and administrative accounts, ensuring renewals, invoices, and documentation are maintained and evolved.
- Coordinate ordering, inventory management, and administrative purchasing for assigned programs, meetings, and company initiatives.
- Coordinate meetings, events, and special project logistics, including room preparation, attendee management, communications, printing, mailing, materials preparation, and follow-up activities
- Capture meeting notes, track action items, and provide follow-up support to ensure commitments are completed.
- Identify opportunities to improve organization, communication, and administrative processes.
- Take ownership of tasks and responsibilities that may not clearly belong to another department or role, ensuring business needs continue to move forward.
- Perform all other duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- High school diploma or equivalent required; associate or bachelor's degree preferred.
- Prior administrative, coordinator, or executive support experience preferred.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) with strong adaptability to new systems and tools.
- Experience with or ability to quickly learn Smartsheet, SharePoint, Expensify, and other operational platforms.
- Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills with the ability to interact across all levels of the organization.
- Detail-oriented with a high degree of accuracy and follow-through.
- Self-starter with the ability to work independently and take initiative.
- Comfortable handling a wide variety of tasks and shifting priorities without a defined daily routine.
- Positive, service-oriented professional who enjoys helping others, solving problems, and contributing to team and organizational success.
- Proven ability to handle sensitive information with confidentiality and professionalism.
- Experience working in a dynamic, fast-paced environment with shifting priorities.
WORKING CONDITIONS
- Work is typically performed in normal office conditions.
- Position requires occasional overnight travel.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to sit for prolonged periods of time in front of a computer daily
- Frequently required to stand; walk; and stoop, kneel, crouch or crawl
- Must have visual and hearing acuity
- Ability to use hands and fingers to reach, lift and carry 25 pounds on a regular basis
- Digital dexterity and hand/eye coordination in operation of office equipment including a computer
- Ability to speak to, hear, and understand others via phone and in person in English
- Must be able to travel by car and plane as needed to meet business needs