CoreFX Ingredients is a US-based Health & Nutrition ingredients manufacturer with a purpose to nourish and nurture bodies and minds. Our manufacturing facility is located in Orangeville, IL. Our Innovation Center is located in Evanston, IL.

Our mission is to provide customer and performance inspired, service driven, authentic, innovative ingredient solutions for success. We do this with creativity, clarity, integrity, and an entrepreneurial spirit

JOB PURPOSE AND REPORTING STRUCTURE: The Administrative Assistant/Office Admin reports to the People & Culture Manager. In this position you will provide direct administrative support and assistance to the CEO. Other aspects of the job will be to manage and coordinate office supplies, activities, and visitors as well as provide office support in the Evanston office.

ESSENTIAL DUTIES AND RESPONSIBILTIES include the following. Other duties may be assigned.

Administrative Assistant

• Manage calendar; serving as a point of contact for CEO. Schedule calls, in person meetings and travel, prioritizing for customer's needs. All calendar invites are done through Outlook.
• Consistent reminders throughout the day and week for meetings; let applicable parties know of any delays or reschedules in a timely fashion.
• Attend weekly catch up meetings with CEO, while also aligning meetings for all of the CEO's direct reports, as well as specialize teams.
• Monthly review of CEO’s objectives to ensure we are in targets and on track for completion.
• Communicate and obtain sign off for all NDA agreements, forward to Ornua Legal Counsel.
• Manage Executive SharePoint folder.
• Organize catering as needed for events/ meetings.
• Coordinate company events including annual summer picnic, town halls, grand openings, etc.
• Manage travel, booking all flights, accommodation and meals, where necessary.
• Create itineraries before travel, share with the CEO and any accompanying travelers.
• Manage expenses- Bank of America Works and United credit card. Code all expenses in the system and submit personal card for reimbursement to Accounts Payable.
• Manage CEO travel and expenses budget, aligning with monthly report given by finance team.
• Assist in annual budget preparation for administrative/office.
• Prepare presentations for customer, supplier, office, Board and Partner meetings.
• Update and manage the Travel and Expense policy for CoreFX Ingredients employees, ensuring the best rate for lodging and rental cars. Manage employee sign off and adherence to policy.
• Create and maintain meeting minutes for the CEO while maintaining confidentiality.

Office Administrator

• Manage reception and main office line, ensuring coverage during all works hours. Define a backup for the phone system while you're in meetings or unavailable.
• Manage Evanston office visitor calendar/communication, greeting incoming guests.
• Open, sort, and distribute mail.
• Work with finance on monthly billing- UPS, Hinckley, Irv and Shelley (milk), etc.
• Approve office/admin expenses with Finance team.
• Manage all office supply ordering and replenishment.
• Liaise with all departments for inventory and purchasing needs.
• Assist with ensuring all new employees have IT equipment and desk set up as needed.
• Manage office maintenance and evaluation of services.

EDUCATION and/or EXPERIENCE:

• 3 years’ experience providing support at a high level
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Knowledge of standard office administrative practices and procedures
• Bachelor’s degree preferred

KEY SKILLS AND COMPETIENCIES:

• organizational and planning skills
• communication skills
• information gathering and monitoring skills
• problem analysis and problem solving skills
• judgment and decision-making ability
• initiative
• confidentialty
• team layer
• attention to detail and accuracy
• adaptability