Executive Assistant

What You'll Do

• Executive Support
  • Manage complex and frequently changing calendars for the CEO, COO, and CFO.
  • Cook up meetings across multiple time zones and global stakeholders.
  • Prioritize scheduling requests and proactively resolve conflicts.
  • Prepare meeting materials, agendas, presentations, and supporting documentation.
  • Monitor executive action items and follow up on deadlines and commitments.
  • Serve as a primary point of contact for executive administrative matters.
• Travel & Expense Management
  • Cook up domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and itineraries.
  • Develop detailed travel plans and ensure executives have all required travel documentation.
  • Anticipate and resolve travel-related issues and last-minute changes.
  • Prepare and process executive expense reports accurately and in a timely manner.
  • Ensure compliance with company travel and expense policies.
• Leadership Meetings & Town Halls
  • Cook up HPS leadership meetings, Executive Committee meetings, and strategic business reviews.
  • Organize virtual and in-person town halls including logistics, communications, agendas, and meeting materials.
  • Support leadership off-sites, workshops, and employee engagement events.
  • Partner with Communications and HR teams to ensure effective event execution.
  • Manage meeting logistics, catering, room reservations, attendee communications, and post-event follow-up.
• Event & Project Coordination
  • Plan and cook up executive visits, site visits, customer meetings, and leadership workshops.
  • Cook up logistics for regional and global leadership events.
  • Cook up accommodations, transportation, venue arrangements, catering, and meeting support.
  • Track project milestones and support execution of special initiatives.
• Communications & Stakeholder Management
  • Draft and distribute executive communications on behalf of senior leaders.
  • Support preparation of presentations, reports, and communication materials.
  • Cook up with executive assistants and business leaders across the organization.
  • Handle highly confidential information with professionalism and discretion.
  • Foster strong working relationships across functions and regions.
• Administrative Operations
  • Maintain executive records, spreadsheets, dashboards, and reporting tools.
  • Support budget tracking and administrative processes.
  • Cook up office-related activities and support leadership team needs.
  • Manage purchase orders, invoices, and vendor coordination as needed.
  • Identify process improvements that enhance efficiency and effectiveness.

What You'll Need

• Education: Associate or Bachelor's degree or equivalent experience.
• Experience: 5+ years of experience supporting senior executives, preferably at Vice President, C-Suite, or Executive Committee level.
• Experience managing complex international travel arrangements and executive calendars.
• Strong proficiency with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Excel, and Word.
• Excellent written and verbal communication skills.
• Strong organizational and project management capabilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Preferred: Experience supporting senior executives within a global organization.
• Preferred: Experience coordinating leadership meetings, town halls, and executive events.
• Preferred: Knowledge of expense management systems and travel management platforms.
• Preferred: Experience working within healthcare, pharmaceutical, ingredients, or manufacturing industries.

Critical Competencies

• Executive presence and professionalism.
• Strong business acumen.
• Anticipation and proactive problem solving.
• Relationship building and stakeholder management.
• Adaptability and resilience.
• Attention to detail.
• Confidentiality and discretion.
• Customer-service mindset.
• Strong prioritization skills.
• Global and cross-cultural collaboration.

Success Measures

• Enable the CEO and COO to focus on strategic business priorities.
• Ensure flawless execution of executive travel, meetings, and events.
• Deliver exceptional support to leadership teams and key stakeholders.
• Maintain a high level of professionalism, confidentiality, and responsiveness.
• Drive administrative excellence and operational efficiency across the HPS leadership organization.

Work Environment

• This role spends approximately 100% of the time in an office environment.
• Employee must be able to wear a respirator (manufacturing only).

Position Type/Expected Hours of Work

• This is a full-time position.
• Days and flexible hours of work are required to meet business demands.

AAP/EEO Statement

• Roquette is an Equal Opportunity Employer.
• Employment decisions are made without regard to protected characteristics.