Executive Administrator

POSITION OBJECTIVE

The Executive Administrator provides high-level administrative, project, and communications support to Truvant’s four-member executive leadership team. This is a senior role designed for an experienced professional who operates with independent judgment, executive presence, and complete discretion.

Beyond calendar, travel, and event ownership, the role is a force multiplier for the executive team: building and coordinating major presentations (including Board and investor materials) and stepping into significant business initiatives such as acquisitions, post-close integrations, greenfield expansion, and new facility openings. The successful candidate anticipates needs, removes friction, drives deadlines across senior stakeholders, and consistently produces Board-quality work product with extreme attention to details.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support — Four Executives

· Manage complex, frequently shifting calendars for four executives, resolving competing priorities and making judgment calls on access, sequencing, and trade-offs without day-to-day direction.

· Serve as a trusted gatekeeper and first point of contact for the executive office with internal leaders, customers, Board members, lenders, private equity sponsors, and external partners.

· Prepare executives for meetings: agendas, pre-reads, briefing notes, background research, and follow-up tracking to closure.

· Draft, edit, and proof correspondence, organizational announcements, and internal communications on behalf of executives.

· Manage expense reporting, invoice coding and approval routing, and vendor coordination for the executive team.

· Maintain confidential files and records, including personnel, legal, transaction, and Board materials.

· Balance and prioritize competing requests across all four executives, escalating conflicts with a recommended resolution.

Board & Executive Presentation Development

· Build, format, and quality-control major presentations including Board decks, quarterly business reviews, lender and sponsor updates, town halls, and customer-facing materials with the support of the marketing team.

· Coordinate content collection across Finance, Operations, Commercial, HR, and IT owning the timeline, chasing inputs, consolidating versions, and enforcing deadlines with senior contributors.

· Apply and steward brand and template standards to ensure a consistent, polished, executive-grade look across all materials.

· Manage the full Board meeting cycle: scheduling, logistics, agenda preparation, materials assembly and distribution, and action-item tracking.

· Maintain the master calendar of recurring reporting deliverables and reminders so nothing reaches an executive late.

Strategic Project & Initiative Support

· Serve as project coordinator on major company initiatives that occur from time to time including but not limited to acquisitions, post-close integrations, greenfield expansion, new site build-outs and relocations, and other enterprise projects.

· Maintain project plans, milestone trackers, workstream action logs, and status reporting; follow up with owners and flag slippage early.

· Support M&A activity: manage data room organization and permissions, coordinate diligence request lists and responses, schedule management presentations and diligence sessions

· Coordinate integration and new-site workstreams: kickoff and cadence meetings, cross-functional communication, onboarding logistics, facility and office set-up, vendor and service coordination, and signage/branding.

· Prepare steering committee and workstream lead materials, capture decisions and owners, and drive follow-ups to completion.

· Handle highly sensitive and confidential pre-announcement information with absolute discretion.

Travel, Events & Meeting Logistics

· Plan and book complex domestic and international travel including flights, hotels, ground transportation, and detailed itineraries with proactive rebooking when plans change.

· Own end-to-end planning for leadership meetings, off-sites, customer visits and plant tours, employee events, holiday functions, and recognition programs.

· Negotiate and manage venue, catering, and vendor arrangements; track event budgets and reconcile actuals to plan.

· Coordinate multi-site, multi-time-zone meetings, including virtual and hybrid logistics and technology set-up.

Change Management & Organizational Communication

· Partner with executives and HR to plan and coordinate communication around executive strategies, growth and changes within the business.

· Think critically about how change lands: recommend the right message, audience, sequence, channel, and timing for each announcement, and raise gaps or risks in the approach before communications go out.

· Draft and prepare change communications and supporting materials such as leadership talking points, FAQs, town hall content, employee announcements, and rollout timelines.

· Coordinate the cascade of messaging so leaders, managers, and employees hear the right information in the right order across sites and shifts.

· Track questions, feedback, and themes surfacing from the organization during periods of change and summarize them for executives to inform follow-up communication.

· Help build and maintain repeatable change-communication practices and templates as the organization continues to evolve.

Operational & Office Coordination

· Support the executive team on organizational rhythms: leadership meeting cadence, annual planning cycles, and the company-wide communications calendar.

· Partner with HR on executive-level onboarding, interview scheduling for senior candidates, and candidate travel and hospitality.

· Coordinate with IT, Facilities, and external vendors on executive office needs and new space requirements.

· Identify and implement process improvements that increase executive team capacity and reduce administrative friction.

· Perform other duties as assigned in support of business needs.

EDUCATION, TRAINING & EXPERIENCE

· Bachelor's degree preferred; equivalent experience will be considered.

· 8+ years of administrative experience, including 5+ years directly supporting C-suite executives.

· Demonstrated experience supporting multiple executives simultaneously.

· Direct experience preparing Board of Directors materials and supporting Board meeting logistics.

· Experience in a private equity-backed, multi-site, or manufacturing/supply chain environment strongly preferred.

· Exposure to M&A, integration, or facility start-up/expansion projects strongly preferred.

SKILLS, KNOWLEDGE & ABILITIES

· Advanced PowerPoint skills with demonstrated ability to build and refine executive and Board-quality decks independently, not simply format existing slides.

· Advanced Outlook and Word; strong Excel (tables, charts, basic formulas); comfortable with Teams, SharePoint, and virtual meeting platforms.

· Exceptional written and verbal communication; strong editing and proofreading judgment.

· Strong project coordination skills: able to run a tracker, hold senior people to deadlines, and report status crisply.

· Change-management orientation: understands how people experience organizational change and can think critically about communication approach, timing, audience, and tone; experience supporting change or internal communications preferred.

· Outstanding organizational skills and attention to detail; consistently accurate under time pressure.

· Executive presence and maturity; credible with Board members, sponsors, customers, and senior leaders.

· Absolute discretion with confidential and market-sensitive information.

· Anticipatory mindset with demonstrated ability to identify needs and act before being asked; comfortable with ambiguity and shifting priorities.

· Sound independent judgment on prioritization, access, and escalation.

· Resourceful problem solver who owns outcomes end to end.

· Collaborative, service-oriented, and composed; works effectively across all levels of the organization.

· Flexibility to support urgent executive needs outside standard business hours, including occasional evenings and weekends around Board meetings, transactions, and events.

COMPLIANCE & CONFIDENTIALITY

· Maintain the confidentiality of company, employee, Board, transaction, and customer information encountered during employment.

· Adhere to all regulatory and company policies, procedures, and work instructions, including Truvant policies, customer-specific policies, ISO, GMP, USDA, and applicable food safety and food defense requirements.

TRAVEL REQUIREMENTS

· Up to 15% travel to support Board meetings, leadership off-sites, events, and project or new-site activity; primarily domestic with occasional international travel.