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Executive Assistant- Whitsons Culinary Group

Islandia, NY, USA

Requisition Number

13870

Location

Corporate Administration-00101

Job Description

At Whitsons, we are more than just a food service company; we are a family of businesses united by a shared mission of Enhancing Life One Meal at a Time™. Our commitment goes far beyond food. It’s about nurturing a culture of care, stewardship, and family values in every aspect of our work. We are focused on creating meaningful connections and delivering exceptional value to the communities we serve. We approach every opportunity with passion, purpose, and innovation. Learn more about us at www.whitsons.com .

We are seeking a highly skilled and proactive Executive Assistant to support our Chief Executive Officer. This role is ideal for a confident professional who thrives in a fast-paced environment, anticipates needs, and takes pride in staying ten steps ahead. As a trusted partner to the CEO, you will play a critical role in ensuring the executive office runs smoothly and efficiently, while helping to drive key priorities forward. If you are a detail-oriented, resourceful individual with exceptional communication and organizational skills, we’d love to hear from you.

Essential Functions, Responsibilities and Duties:

+ Calendar & Schedule Management: Coordinate calendars, prioritize and confirm meetings and proactively anticipate scheduling needs.

+ Email & Communication Management: Vetting emails/calls and responding where necessary on behalf of CEO. Composing, editing, and/or proofreading a variety of documents, many of sensitive and confidential nature.

+ Information Gatekeeping: Serve as the point of contact between the CEO and internal/external stakeholders, ensuring appropriate access and alignment with priorities.

+ Cultural Stewardship: Represent the CEO’s standards and voice; promote company values with authenticity and professionalism in all interactions.

+ Board of Directors Interaction: Coordinate communications and logistics related to Board of Director meetings and materials; support preparation and ensure timely follow-up on board-related action items.

+ Meeting Minutes & Documentation: As requested, attend and document key meetings, capturing accurate and timely minutes; distribute summaries, track action items, and follow through on next steps.

+ Project Management & Initiative Support: Assist with projects and special initiatives; track progress, gather insights, and provide summaries or updates as needed.

+ Confidential Document Handling: Maintain and manage sensitive documents and information with utmost confidentiality and discretion.

+ Operational Efficiency: Stay on top of key deliverables and deadlines, keeping the CEO advised.

+ Relationship Management: Help manage key relationships with board members, investors, partners, and senior leadership, ensuring timely and appropriate communication.

+ Event Coordination: Organize internal and external meetings, such as leadership off-sites, investor meetings, and company events on behalf of the CEO.

+ Travel Coordination: Plan and manage travel, including flights, accommodations, ground transport, and contingency planning.

+ General Administrative Support: such as answering phones, copying, faxing, scanning, filing, mailing, printing, and submitting expenses. Provide support to other key senior executives as needed.

This is an exempt, in-person position. Monday – Friday; 8:00 – 5:00pm (flexibility required)

Benefits Eligible

Salary: $80-90K

Requirements

Education & Experience:

+ Minimum 5 years supporting a C-level, or Sr. Executive

+ Bachelor Degree (preferred)

Key Competencies:

+ Exceptional Communication: Excellent written and verbal skills; professional, clear, and tactful in all interactions . Excellent people skills – a true team player.

+ Organization & Time Management: Exceptional organizational skills, diligence, and ability to multitask . Strong time management skills and ability to meet deadlines.

+ Discretion & Integrity: Ability to manage confidential information with discretion and display sound judgment in handling sensitive matters. Ability to function as a gatekeeper and escalate relevant information.

+ Tech-Savvy & Resourceful: Proficient in Microsoft Office Suite, calendar/email platforms (e.g., Outlook, Gmail), Zoom/Teams, and standard office equipment (copiers, business telephone systems, and office machinery)

+ Executive Presence & Confidence: Able to work with and present to senior leaders and high-profile stakeholders comfortably.

+ Problem-Solving & Initiative: Initiative-taking, anticipatory mindset; able to identify roadblocks and solve problems independently.

+ Adaptability: Thrives in a fast-paced, high-growth environment with a "no task too small" mentality. Ability to work independently with minimal supervision.

Must submit a resume and cover-letter

Work Schedule

Monday – Friday; 8:00 – 5:00pm (flexibility required)

Supervisor

Janet L Dateno