Executive Assistant
Job Details
Description

Job Title: Executive Assistant                                                                     

Department: Administration

Classification:  Exempt, Salary                                                                   

Reports to: Chief Executive Officer

 

Job Qualifications:                                                                         

  1. Bachelor’s degree in Business, preferred.
  2. Minimum of 5 years administrative or secretarial experience, required.
  3. Strong ability to execute work with a diversity, equity, and inclusion lens.
  4. Significant executive support experience, including supporting C-level executives.
  5. Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  6. Technical proficiency and problem-solving skills.
  7. Strong verbal and written communication skills.
  8. Exceptional organizational skills and impeccable attention to detail.
  9. High degree of professionalism in dealing with diverse groups of people, including Board members, grower-owners, senior executives, staff, and community leaders.
  10. Make appropriate, informed decisions regarding priorities and available time.
  11. Ability to complete a high volume of tasks and projects with little or no guidance.
  12. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  13. Able to maintain a high level of integrity and discretion in handling confidential information.
  14. Excellent judgment is essential.
  15. Ability to switch gears at a moment’s notice.
  16. Strong attention to detail and the ability easily multi-task.
  17. Follow written (Standard Operating Procedures -SOP’s, company memos & emails) and verbal Instructions.
  18. Possess a strong work ethic to positively contribute to the company’s mission, vision, values.
  19. Must be able to learn ERP systems to perform data entry & print reports.

Job Summary:

The Executive Assistant is responsible for providing comprehensive support to the CEO, Board of Directors and C-level Executives. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Job Duties:

  1. Provides administrative support for the CEO, Board of Directors, and the C-level Executives including:
    1. Creating documents, charts, spreadsheets, and presentations.
    2. Setting up meetings and create agendas.
    3. Taking meeting minutes and report on action items.
    4. Creates and maintains expense reports for Executive Leadership Team.
  2. Acts as liaison for CEO when he is in meetings or offsite.
    1. If CEO is out of office, provide clerical assistance in other departments (sales, contracting, etc.).
    2. Filter calls for CEO or direct calls to the right people as needed.
  3. Provides administrative support to the Board, Audit and Finance Committee, Compensation Committee, Allocation Committee, Governance Committee, and any future Committee formed by the board including:
    1. Coordinating meeting dates
    2. Preparing agenda
    3. Keeping minutes
    4. Coordinating maintenance of records
  4. Organize events for the company (parties, celebrations, special meetings etc.).
  • Venue
  • Invitations
  • RSVP/Attendance
  • Coordination of Activities
  1. Provides administrative support to other Management Team members as requested.
  2. Assists with and tracks Patents & Trademarks.
  3. Assists in contract and agreement development, review, tracking, and approval.
  4. Assists in coordination of public relations efforts and special events as requested.
  5. Looks for new ways of doing things to streamline processes, making recommendations that will increase productivity with less time.
  6. Seeks feedback for personal development; accepts feedback, both positive and constructive improvement.
  7. Meets with department supervisor and team members to assess progress and discuss needed changes.
  8. Maintain sanitary and safe work environment.
  9. Follow safety requirements.
  10. May actively participate on company’s Safety Committee.
  11. Ensure that company safety policies as well as federal, state and local safety and environmental regulations are observed.
  12. Must have a complete understanding of company’s policies, SOPs, QPs, EPs, HACCP and cGMP to ensure quality, safety, efficiency and sustainability.
  13. Must adhere to all company policies.
  14. Examine documents, materials, and products and monitor work processes to assess completeness, accuracy and conformance to standards and specifications.
  15. Follow all SOPs in a given area.
  16. Perform all other duties as assigned by CEO and/or designee.
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