Executive Administrative Assistant

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. We combine competitiveness with social and environmental responsibility as we create superior quality products available for consumption both at home and out of home, and distributed through all channels: Retail, Foodservice, Office Coffee Service (OCS), and Vending. Our strong, diversified presence enables us to offer consumers and clients perfectly suited solutions, for any occasion and time of day.

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OVERVIEW

At Lavazza, we are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to our executive team. The ideal candidate will possess exceptional communication skills, impeccable attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This role requires a professional who can maintain confidentiality, exercise sound judgment, and thrive in a dynamic setting. Reporting into the HR Director, this role will support the Executive Leadership Team, especially the President of Lavazza BU Americas.

RESPONSBILITIES

• Plan and coordinate Leadership Team meeting logistics, video & audio conferences, meeting rooms, guest arrival arrangement as well as any catering needs.
• Manage complex calendars over multiple time zones, including scheduling meetings, coordinating travel arrangements, and organizing itineraries for executives.
• Project work as assigned and needed by the Leadership Team; including but not limited to development of new processes, stakeholder management, and/or departmental and/or Company projects. 
• Manage SharePoint site for the Senior Leadership team, including designing communication decks; this could include global meetings, Town Halls, or associate communications.  
• Coordinate in-person events focusing on customer and associate experience to drive impact and maximize return.
• Provide expense report and purchase order support to Senior Leadership members.
• Heavy calendar management with independent decision planning based on priorities which requires forward thinking & strategizing.
• External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
• Interfacing with leadership, internal staff, clients, key stakeholders, high-profile individuals, and important personal contacts
• Other duties as required.

PROFESSIONAL QUALIFICATIONS

• High School Diploma/GED
• Bachelors Degree in Business Management or related discipline preferred 
• A minimum of 5 years executive level secretarial/administrative expertise in a business environment 
• Strong interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
• Ability to handle confidential information sensitively
• Effectively manage multiple job responsibilities and adapt to changing priorities
• Ability to work in a high-pressure environment and respond to work situations quickly
• Use of expense reimbursement system
• Proficient technical skills (Word, Excel, PowerPoint, Outlook, OneNote, SharePoint, Internet)
• Ability to sit for extended periods of time
• Successful completion of a pre-employment drug and background screen
• Sedentary work; sit most of the time
• Able to travel domestic & internationally as needed 

BENEFITS/PERKS

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

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.