Executive Assistant Job at Sakata Seed America, INC. in Woodland

JOB SUMMARY:

The Executive Assistant will provide high-level administrative support to the Director of Finance and the Director of Human Resources, ensuring the efficient operation of their functions. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to support these Directors and enhance productivity. The position requires a high degree of confidentiality and discretion.

EXAMPLES OF DUTIES AND RESPONSIBILITIES*:

• Calendar Management: Schedule and organize meetings, appointments, and events.
• Communication: Provide communication support, including drafting and editing correspondence and managing email correspondence on behalf of the Directors while maintaining strict confidentiality.
• Travel Coordination: Arrange travel itineraries, accommodations, and transportation for the Directors.
• Information Management: Organize and maintain functional information, files, and documents to ensure easy access and retrieval.
• Meeting Administration: Coordinate and manage logistics for functional meetings, including agenda preparation, meeting materials distribution, and post-meeting follow-up.
• Documentation: Prepare reports, presentations, and other documents as needed for the finance and human resources departments, safeguarding sensitive information.
• Project Management: Assist project teams in the timely completion of projects related to finance and human resources, ensuring deadlines are met.
• Budget Management: Manage and maintain budgets for projects and functional expenditures.
• Process Improvement: Actively seek and implement constant improvement of functional processes, including exploring new technologies for increased effectiveness.
• Event Planning: Organize meetings, conferences, and events.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Attention to Detail: Meticulous attention to detail to ensure accuracy in all tasks and communications.
• Resilience: Ability to handle high-pressure situations with composure.
• Communication: Higher-level communication skills, both verbal and written, ensuring clear and effective interaction.
• Project/Event Coordination: Expertise in coordinating and managing projects and events.
• Organizational Understanding: Understanding of the organization’s and Director(s)’s objectives, goals, and KPIs.
• Intermediate Microsoft Office Suite Skills: Specifically, Word, Excel, and PowerPoint

PERSONAL QUALITIES:

• Professionalism: Demonstrates a high level of professionalism in behavior, appearance, and communication, ensuring a positive and respectful work environment.
• Optimism: Maintains a positive attitude.
• Initiative: Shows initiative and anticipates needs.
• Accessibility and Friendliness: Accessible, approachable, and friendly demeanor.

EDUCATION/EXPERIENCE/BACKGROUND:

• High school graduate or equivalent required.
• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Minimum of 3 years of experience as an executive assistant or in a related administrative support role.
• Experience in supporting senior-level directors is highly desirable. Familiarity with office management systems and procedures is a plus. A proven track record of handling confidential information with discretion is essential.

WORKING CONDITIONS/PHYSICAL DEMANDS

• Must be able to sit for long periods of time.
• Must be able to work at a computer terminal for long periods of time.

COMPENSATION & BENEFITS:

• Salary: $70,000-$75,000 per year
• Medical, Dental & Vision Insurance coverage for employees and their families
• Basic Life & AD&D Insurance
• 401k program with company match
• Profit Sharing program (via 401K)
• Holiday & Performance Incentive Bonus program
• Paid Vacation: 10 days per year to start, increases with tenure.
• Sick Leave: 1 hour accrued per 30 hours worked for first 30 days, 6.67 hours per month after.
• 14 paid company holidays, 2 floating holidays & birthday off
• Paid Family Leave: 15 days after 12 months of service of FMLA qualifying events
• Company provided EAP
• Company provided subsidy for health/fitness clubs & apps

* To perform this job successfully, an individual must be able to perform each essential duty (as described above) satisfactorily. Reasonable accommodations may be made to enable Individuals with disabilities to perform these essential functions.