Senior Administrative Assistant

Job Location: Hershey, PA

Summary:

The Hershey Company currently has a Sr. Administrative Assistant position within the Supply Chain Organization. This position will be responsible for providing administrative support to the Vice President of Supply Chain.      

This is a hybrid work location role within our Best of Both Flex model.  Expectation is remote work Monday and Fridays (in office as needed these days); in-office collaboration Tuesday – Thursday. The role requires flexibility and adaptability, including the ability to work during off-hours as needed.  Flex time appropriate with advance communication with the leader.

Role Responsibilities:

Responsibilities include, but are not limited to:

• Proactively and efficiently manage the Vice President’s calendar, prioritizing schedules and meetings to ensure optimal time management.
• Expertly plan and organize meetings, including assembling agendas, arranging locations, managing meeting technology (WebEx/Teams), and handling all logistics. Prepare meeting briefing documents, take and disseminate notes, and formulate post-meeting action item lists.
• Manage logistics including off-site meetings, booking rooms in third-party locations, and incorporating travel time and juggling logistics as appropriate.
• Act as a proxy for communications and approvals as authorized, interfacing with internal and external senior executives. Answer general questions, refer routine matters to appropriate parties, and follow up to ensure proper disposition.
• Support department in coordination and scheduling of travel arrangements and process expense reports for Vice President.
• Demonstrate strong proficiency and aptitude with learning software, databases, dashboards, and scorecards.
• Compose correspondence with a high degree of professionalism.
• Support the teams by assisting with projects; data collection; and team collaboration activities. Create open communication channels, assist with tasks and analytical support as needed, and build relationships within the teams.
• Implement team-building activities and networking opportunities for the team.
   
• Take initiative by attending meetings to stay two steps ahead. Be prepared and proactive to identify upcoming tasks and initiatives to strengthen efficiency.
• Exhibit high proficiency in creating PowerPoint decks for internal meetings.
• Proactively reach out to meeting organizers to request pre-reads and understand the significance of meetings. 
• Identify future obstacles, problem-solve, and provide opportunities.
• Manage and handle sensitive and extremely confidential. information, ensuring the protection of files and communication.
• Demonstrate innovation and creativity in crafting engaging weekly team emails and newsletters.

Qualifications:

• Associate degree or higher strongly preferred.
• At least 3 years progressive administrative experience; experience supporting executives highly preferred.
• Excellent word processing/computer skills (Power Point, Word, Excel, Outlook, SAP, SharePoint).
• Strong communication skills (oral and written).
• Ability to interact with internal and external executives and customers.
• Proactive thinking and action.
• Ability to manage multiple priorities and set priorities effectively.
• Analytical ability and personal initiative.
• Attention to detail and follow-through.
• Responsiveness and strong interpersonal skills.
• Excellent organizational/time management skills.
• Ability to use good judgement and discretion.
• Capable of working both independently and collaboratively as a team player.

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