Executive Administrative Assistant

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.com

What 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, support 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
  
  

Benefits

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.

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