Executive Assistant, SVP Gen Counsel & Corporate Secretary

Job Location: Hershey, PA
This is an expedited 3 day posting and a strong candidate has been identified for this role.
Executive Assistant to Senior Vice President, General Counsel & Secretary
We are searching for an experienced, C-Suite Executive Assistant with high level skills and maturity, capable of acting independently and with a "chief of staff" mindset.
The Executive Assistant will provide primary support to the SVP, General Counsel, and will work closely with its respective Leadership Teams. The Executive Assistant will also be expected to liaise professionally with other members of the Senior Executive Team and a pool of Executive Assistants.
The ideal candidate must have a high level of initiative, excellent communication skills, effective time management skills, the ability to focus on key priorities while managing day-to-day activities, good judgment, and a high degree of flexibility. Must have the ability to manage work independently and adapt to rapid changes. Must demonstrate the highest level of professionalism, confidentiality, discretion, a calm demeanor, and tact.
Under limited supervision, this position will provide high level Executive Administrative support, with a focus on delivering key company objectives and performing a variety of routine and non-routine duties. Day-to-day activities include, but are not limited to: • Schedule all appointments/meetings, coordinate with other Executive Assistants as needed on deliveries from the SVP to the Executive Committee, coordinate all travel arrangements (domestic and international) and brief the SVP on agendas, logistical details, and meeting objectives/deliverables• At the direction of the SVP, review and respond to incoming email messages and Teams communications• Answer any incoming calls, screen and redirect them appropriately, and take accurate, actionable messages• Identify and track all other incoming business requests and adhere to all delivery deadlines• Process invoices, purchases and reconciliation of department budget as required, working closely with Manager, Legal Operations & Project Management, Billing Coordinator and Company Accounting staff• Communicate deadlines and expectations to specific content owners in connection with the Company's quarterly Board of Directors meetings, mid-year and year-end performance reviews, quarterly career development conversations, etc. • Produce reports, memos and correspondence, draft timely responses to routine inquiries as requested• Assist in the preparation of presentations by compiling data from numerous sources and composing drafts; auditing drafts of presentations and preparing them for delivery and submission • Assist with management of work environment on an ongoing basis, and pivot as necessary, to enable SVP to meet business goals• Provide administrative support for the Company's M&A processes, including drafting and maintaining non-disclosure agreements as appropriate, helping to maintain and manage virtual data rooms, assisting with meeting materials, etc.
Skills and Responsibilities:
WORD PROCESSING AND COMPUTING SKILLS:
Communicates through correspondence using designated word processing software (Microsoft Word). This includes some knowledge of software features such as: mail merge, import and export, tables, columns, financial, scientific, or other statistical numbers typing, etc. Use of other software packages outside of word processing (Excel, PowerPoint) to perform data entry, manipulation of data, column set-up, design and entry of formulas and verification of calculations, etc. Also included is the performing of work in graphics' packages and presentation packages for designing reports and presentations. Develops spreadsheets for various reports. Uses manuals for non-routine applications. For reports and/or presentation materials, may use a combination of several software packages to create finished product.
MEETINGS & TRAVEL:
Makes appointments and meeting arrangements and keeps calendar updated. Meeting arrangements may include coordination of scheduling with all attendees, room reservations, luncheon arrangements, etc. May also arrange for regularly scheduled off-site meetings/conferences. Using the services of the travel office, makes both domestic and international travel arrangements for the SVP. Responsible for approving SVP and direct reports' expenses.
EMAIL/PHONE/OTHER FORMS OF COMMUNICATIONS:
Key point of contact for the SVP. Screens and redirects telephone calls, takes messages to ensure maximum customer service focus. Responsible for answering various questions related to the activities of the SVP's schedule, status of projects, and procedure and policy inquiries. Must handle, with utmost adherence to confidentiality, all sensitive information received via email or phone or Teams and must take detailed messages and/or verbally relay the information to the appropriate channels. As experience and knowledge of department evolve and permit, independently responds to more complex inquiries by seeking answers from the appropriate sources. May act as the liaison between the executive and his/her staff concerning schedules, projects, etc.
DRAFTING:
Drafts correspondence on own initiative or as based upon Leadership team's needs, goals, and priorities. This composing may be in the form of agendas, detailed itineraries, Teams communications, monthly reports or portions of reports, presentations, and critical correspondence.
PHYSICAL MAIL AND EMAIL:
Scans mail arranges in priority order and distributes. Highlights and/or attaches relevant files as appropriate. On own initiative and as requested by the Leadership team, drafts responses to mail requests/inquiries which show knowledge of the work, procedures, or policies of the department or of the organization. Tracks incoming email request for to-dos and delivery deadlines and incorporates work activities into SVP Schedule.
Qualifications and Dimensions critical for success in this role:
Strong Personal initiative
Strong planning and execution skills, Follow through
Maniacal attention to detail
Strong communication skills and the ability to interact with people at all levels
Ability to interact with internal and external senior level executives, clients and customers
Attentive Responsiveness
Proactive thinking and action
Ability to handle stressful business situations in a rapid changing environment
High level of confidence and protection for business confidential files and communications
Strict Adherence to Company Compliance Policies and Regulations
Ability to juggle multiple priorities flawlessly in a cool, calm and professional manner
Proven leadership style
Education:
A minimum of 2 years specialized, C-Suite Professional Administrative Training.
CPS or AA designations are preferred.
Bachelor's degree is preferred.
Experience: Minimum 2 years of administrative assistant experience at The Hershey Company or a minimum of 10 years progressive administrative experience
Nearest Major Market: Harrisburg