To provide administrative, planning and project management support for the Chief Collaboration Officer & Senior Vice President, Industry Relations (SVP) and other department executives as needed. Assists SVP and other department executives with the coordination and completion of key industry relations initiatives (including various programs, products and services).
Essential Job Functions
Serves as the primary point of contact on behalf of the SVP for internal and external constituencies on all matters pertaining to the Industry Relations & Business Development department.
Provide full administrative support for SVP. Enhances the executive’s effectiveness by providing information management and representing the executive to others. Activities include but are not limited to: extensive management of the executive’s calendar to include planning and scheduling meetings, conferences and teleconferences; arranging complex and detailed travel plans, itineraries and agendas; expense report preparation and tracking; document and presentation preparation; interaction with C-Suite executive offices; project coordination and administration; answering calls and managing the day-to-day operations of the Industry Relations & Business Development department.
Work closely and effectively with the SVP to keep him well informed of upcoming commitments and responsibilities, following up as needed.
Prioritize conflicting needs, handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Assists the Industry Relations department with administrative projects including, but not limited to: mailings, logging surveys, and general office duties such as copying, faxing, delivery services and answering phones to respond to industry relations-related questions.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the SVP, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
Provide administrative support for the FMI Industry Relations Committee (Board level), the FMI/GMA Trading Partner Alliance, The Senior Merchandising Executives (SME) Forum and all related FMI communities that report to the FMI Industry Relations committee.
Provide administrative support for the FMI Midwinter Executive Conference, and other key FMI conferences (e.g., Connect, ABC) as needed.
Utilize FMI’s Maxx database to prepare lists for survey distribution, collect information for membership recruitment campaigns, prepare invoices, track business results and general maintenance of accurate membership and committee records.
Prepare updates, post information and coordinate activities related to the industry relations and other related sections on the FMI website.
Coordinate the preparation and distribution of FMI speaker, sponsor, member and associate member communication letters, invoices and bills (where appropriate).
Coordinate with all FMI departments as necessary relative to communications and projects.
Assist in budget preparation, management and tracking.
Organize both internal and external meetings, including coordinating all catering needs and meeting room organization. Prepare documents and other support for meetings.
Other Job Functions
Develop and carry out an efficient central/permanent industry relations filing system.
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Normal office environment requiring use of typical business equipment (e.g., computer, telephone, fax, copier, security system). Ability to travel to conventions and conferences to perform on-site administrative and coordination activities. Must be able to lift at least 50 lbs.
Education Skills Experience Required
Strong work tenure and proven experience as an executive assistant supporting C-Level Executives.
Minimum of five years of prior professional work experience specifically supporting one or more senior level executives.
College degree and/or course work in business administration and marketing is a plus.
Computer and internet expertise with an excellent working knowledge of Microsoft Office products, including Word, Excel and PowerPoint. Ability to understand and use database software to process and maintain spreadsheet information.
Ability to exercise good judgment in a variety of situations.
Must be creative and enjoy working within an entrepreneurial environment that is mission-and results-driven and community oriented.
Good telephone and interpersonal skills and the ability to build relationships with employees and key stakeholders.
Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Expert level written and verbal communication skills
Excellent project management skills.
Excellent customer service and team orientation.
Must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of competing demands and confidential matters with discretion.
Must be a forward looking thinker who actively seeks opportunities and proposes solutions.
The Food Marketing Institute (FMI) is a nonprofit association conducting programs in research, education, industry relations and public affairs on behalf of its 1,500 members including their subsidiaries —food retailers and wholesalers and their customers in the United States and around the world. FMI’s domestic member companies operate approximately 21,000 retail food stores with a combined annua...l sales volume of $300 billion — three-quarters of all grocery store sales in the United States. FMI’s retail membership is composed of large multi-store chains, small regional firms and independent supermarkets. Its international membership includes 200 members from 60 countries.
The common bond uniting FMI members is a commitment to maintaining and improving a system of distribution of grocery products that is responsive to the changing needs and wants of customers and, at the same time, is sensitive to social, economic and governmental concerns.