Executive Assistant to Chief Executive Officer

About the Company

Fresh-fruit paletas were first created in Mexico in the 1940s and soon became one of the country’s most beloved summertime treats. Using only the finest ingredients: real cream, fresh fruit, cane sugar, and fruit juice, Tropicale Foods brought this delicious way to beat the heat to the United States more than 20 years ago.

Today, Tropicale Foods brands rank the #1 Latin brand for frozen novelty treats. We credit our success to our consistent dedication – without compromise – to the original vibrant Latin flavors like coconut cream, mangonada, lime, and strawberry, and a healthy helping of fun thrown in!

About the Role

We are seeking a highly capable and discreet Executive Assistant to support the Chief Executive Officer (CEO) and Executive Leadership Team (ELT). We are a fast-paced, private equity-backed manufacturing company. This role requires exceptional organizational skills, sound judgment, and the ability to manage complex schedules, sensitive communications, and high-level priorities.

This position will work closely with the CEO and Executive Leadership Team to provide administrative support. The position also supports the organization by providing services and resources needed to allow executives to focus on delivering greater impact. This position reports to the VP of Human Resources.

Role Responsibilities

The Executive Assistant to our Executive Leadership Team (ELT) will work closely with the CEO and Executive Leadership Team to provide administrative support. This position also supports the organization by providing services and resources needed to allow executives to focus on delivering greater impact. This position reports to the VP of Human Resources.

Administrative Support

• Maintain calendars for ELT, scheduling appointments, and prioritizing tasks
• Handle confidential and sensitive information with discretion and confidentiality
• Maintain confidentiality of executive discussions, decisions, and sensitive company information
• Understand and communicate executive budget impact, availability, and concerns to appropriate budget owners
• Coordinate with external vendors, including gathering required paperwork for vendor setup and processing invoices as needed
• Understands the structure of the organization and develops a strong network across departments; draws on network to answer questions and successfully accomplish responsibilities

Meeting Support

• Book facilities/meeting rooms for Board and ELT meetings
• Arrange catering, audiovisual equipment, and other logistical support for meetings and events
• Assemble and edit Board decks (PowerPoint presentations and PDFs) for consistency, following brand guidelines
• Attend meetings as needed, take notes, and follow up on action items and decisions
• Coordinate guest meeting setups including video conference preparation

Travel Support

• Make ELT travel arrangements, including booking tickets and accommodation
• Book travel for all traveling employees and board members when requested
• Submit expense reports for ELT members

Qualifications

• Minimum 5 years of experience as an executive administrative assistant
• Strong preference for a Certified Administrative Professional (CAP) certification
• Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
• Excellent communication skills, written/verbal
• Ability to prioritize and meet deadlines
• Bachelor's degree or equivalent experience preferred