Admin

Vaco
$75,000.00 - $90,000.00 / yr
vision insurance, paid time off, 401(k), employee discount
United States, New Jersey, Fairfield
Mar 01, 2025
Fossil Farms - Executive Assistant to CEO & Office Administrator About Fossil Farms Fossil Farms, headquartered in Boonton, New Jersey, is a pioneer in the All-Natural & Game Meat industry. We are a close-knit team of visionaries, problem solvers, culinary enthusiasts, and logistics experts dedicated to reshaping food systems and supply chains. For over 25 years, we have partnered with independently owned farms and ranches, supporting small-scale producers and processors to create a more resilient and sustainable food industry. At Fossil Farms, we believe in quality over quantity. Our focus remains on high-quality, all-natural products, guided by time-honored farming practices rather than industrialized mass production. We work hard, embrace challenges, and enjoy a dynamic, team-oriented environment where creativity and passion for food thrive. From office disco playlists to burger-making competitions, we foster a family-like culture that makes Fossil Farms a truly unique workplace. We proudly supply the food service, retail, and consumer markets with the finest farm-raised game meats and all-natural proteins, sourced both locally and globally. Position Overview We are seeking a highly organized and proactive Executive Assistant & Office Administrator to provide direct support to the CEO. The ideal candidate is an experienced professional with exceptional communication skills, keen attention to detail, and the ability to efficiently manage multiple tasks in a fast-paced environment. Who You Are As an experienced Executive Assistant, you thrive in a dynamic and creative workplace. You are adaptable, detail-oriented, and capable of handling shifting priorities with professionalism. You are proactive, always one step ahead, and eager to take on new challenges. Most importantly, you have a passion for food and enjoy being part of a team that shares your enthusiasm. Key Responsibilities Executive Support: Provide direct administrative support to the CEO, ensuring he is well prepared for meetings and engagements. Schedule Management: Organize and maintain the CEO's professional and personal calendar, coordinating appointments, meetings, conferences, and follow-ups. Meeting Coordination: Prepare agendas, take detailed notes, track action items, and ensure effective communication across leadership meetings. Confidentiality & Discretion: Handle sensitive information with the utmost professionalism and confidentiality. Event Planning: Organize company events, client meetings, and team activities with thorough planning and follow-through. Travel Arrangements: Manage business travel and accommodations for the CEO and key team members. Project Management: Oversee multiple projects simultaneously, identifying gaps, ensuring deadlines are met, and supporting cross-functional initiatives. Administrative Support: Assist the Accounts Receivable and Credit Department as needed and provide backup support to the Receptionist & Accounting Manager. Office Operations: Maintain a well-organized office environment, supporting daily operational needs. Qualifications Experience: 5 to 10 years of professional experience as an Executive Assistant, supporting senior leadership. Organizational Skills: Exceptional ability to manage timelines, prioritize tasks, and maintain an efficient executive schedule. Attention to Detail: A sharp eye for detail and accuracy in all aspects of work. Communication: Strong verbal and written communication skills. Technical Proficiency: Expertise in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel, OneNote, Teams) and Adobe Acrobat. Experience with ACT CRM software is a plus. Adaptability: Ability to thrive in a fast-paced, ever-changing environment. Tech-Savviness: Familiarity with AI tools such as ChatGPT is a plus. Job Type Full-time Benefits Medical, Dental, and Vision Insurance Paid Time Off & Company Holidays 401(k) with Company Match Local Gym Membership Employee Discount Modern, High-End Work Environment If you are a proactive, detail-oriented professional looking for an exciting opportunity to work alongside a dynamic team, we encourage you to apply! Seeking a strong Executive level Administrative Assistant/Office Manager to support the CEO. This position will be supporting a great team with a growing prestigious company. MUST BE IN OFFICE 5 DAYS A WEEK.Needs to seamlessly pivot with job duties -5-10 years of Experience in Executive Administration -Experience in a corporation, small company administration, work with CEO -High Level Proficiency in MS Office (Word, Excel, PowerPoint and Outlook) -Ability to maintain confidential professionalism -Extremely Professional and strong communication skills Maintains day to day administrative responsibilities for the office including answering calls, responding to department emails, checking department voicemails, submitting maintenance requests for staff, scheduling meetings and responsible for recording meeting minutes where needed. Work with Purchasing, Accounts Receivable and other departments. Process and maintains personnel records, appointments, change of status, Assist with meeting logistics including the room scheduling, ordering of food, arranging for tables, marker boards, work with purchasing on inventory needs. Coordinate departmental activities and special projects Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco's HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.