Executive Assistant

Company Overview

Founded in 1954,
Vibrant Ingredients is a leading provider of natural, clean label ingredients and systems that power extraordinary food and beverage experiences. The company’s broad portfolio – including natural flavors, botanical extracts, functional nutrition, cold brew coffee, tea essences, and food protection solutions – enhances taste, texture, color, shelf life, and performance across a wide range of applications. Vibrant operates four state‑of‑the‑art facilities across the United States and works with leading brands, manufacturers, and food service operators.

With vertically integrated capabilities and a proven track record of innovation and execution, Vibrant helps customers accelerate to market without compromise.

We are seeking a highly organized, proactive Paralegal/Executive Assistant to support three members of our Executive Leadership Team (In‑House Counsel, CHRO, and VP of R&D) while ensuring smooth and efficient operations across the corporate office. This role is ideal for someone who thrives in a fast‑paced environment, anticipates needs before they arise, and consistently demonstrates exceptional judgment, professionalism, and execution.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions. Essential job functions and duties include, but are not limited to:

• Provide high‑level administrative and paralegal support to multiple Executive Leaders.
• Manage complex calendars, internal and external meetings, travel arrangements, and executive preparedness.
• Coordinate communications, develop agendas, prepare leadership meeting materials, and track action items.
• Support vendor management, including due diligence, onboarding, and renewals.
• Handle initial contract intake and conduct first‑level contract review for consistency and routing.
• Create, manage, and improve administrative processes, reporting systems, and organizational workflows.
• Maintain office filing systems; ensure efficient access for internal teams.
• Oversee beverage dispenser maintenance and snack replenishment.
• Organize monthly recognition events, celebrations, and related activities.
• Assist Human Resources with departmental communication to internal stakeholders.
• Prepare executive correspondence, PowerPoint presentations, Excel reports, and supporting documents.
• Coordinate conference room set‑up, catering orders, and meeting logistics.
• Process expense reports and support inquiries related to Accounts Payable, Purchasing, and Travel & Expense policies.
• Perform occasional local travel to support off‑site meetings.
• Execute other duties and special projects as needed.

• Associate degree in Business Administration or related field required.
• Minimum of 3 years of experience in an executive administrative support role.
• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint and Excel.
• Strong organizational skills, discretion, and independent judgment.
• Proven ability to succeed in a fast‑paced, high‑volume, deadline‑driven environment.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities with professionalism and resourcefulness.

• May involve exposure to allergens such as Soy, Wheat, Fish, Shellfish, Milk, Egg, Tree Nuts and Sesame.

• Generous time off for vacations
• Paid Holidays
• 401(k) with company match
• Tuition reimbursement
• Medical/Dental/Vision
• Health & Wellness programs

Vibrant Ingredients, headquartered in Lake Mary, FL, is one of the world’s leading independent providers of natural ingredients. With a legacy spanning over 70 years, we deliver a diverse portfolio of clean label ingredients and innovative system solutions to the food and beverage industry. Our commitment to quality and performance is reflected in our American‑made products, which enhance both taste and functionality.

Backed by advanced manufacturing capabilities, we specialize in fermentation, patented cold…