ParalegalExecutive Assistant

Job Description

Job Description

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

About the role :

We are a trusted partner to our customers when it comes to innovation and an industry leader in clean label ingredients, we are a true partner. We collaborate with our customers in ways that respect people and the environment. A commitment to Purely Better™ drives our innovation team to discover new, on trend solutions.

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.

How will you contribute :

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 offsite meetings.
• Execute other duties and special projects as needed.

Minimum Requirements / Qualifications :

Work Environment :

What Vibrant Ingredients can offer you :

More about us :

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 brew extraction, custom flavor development, and a range of drying and blending technologies. Operating from four state-of-the-art facilities strategically located across the U.S., we ensure the accessibility of real, high-quality ingredients—helping our customers create better-for-you food and beverage for consumers.

"Improving the food and beverages consumed by providing real ingredients from nature that work."

This position is currently classified as on-site.

Employees are eligible to participate in Medical, Dental, Vision, Life Insurance, 401(k), Holidays, Vacation, Tuition Reimbursement Program.

The final salary offered for this position may take into account a number of factors including, but not limited to, location, skills, education, and experience.

The Company reserves the right to modify, update, change and / or make corrections to this job description, at the sole discretion of senior management, at any time during the employee’s employment term, at the sole discretion of management.

EEO Statement

Vibrant Ingredients is an equal opportunity employer committed to employing a diverse workforce and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Vibrant Ingredients will work with applicants to meet accommodation needs that are made known to Vibrant Ingredients in advance.

Please no external recruiters