We’re looking for a “take charge” Administrative Assistant who will perform various administrative, clerical, and office management-type duties. While this role is normally Monday – Friday, weekends are occasionally a must. If you enjoy traveling, we also have opportunity to do so to our various regions, in the Salinas Valley; Coachella and Yuma, AZ and may also travel to our Mexicali operations, too!
Since this role is highly regarded; reliable transportation, a good driving record with a valid driver’s license is also required.
Responsibilities:
Of course, this role has many facets and while this description is intended to describe the general nature of the work performed, it is not an exhaustive list.
- Provide direct support to the Senior Management Team members by providing a variety of administrative type functions such as, schedule appointments, compose memos, transcribe notes, research, project coordination and create best-in-class presentations;
- Prepare travel and/or meeting arrangements/facilities as requested by Senior Management Team members;
- Set up Boardroom for Senior Management meetings; act as recording secretary and prepare action minutes at Senior Management and other meetings as assigned; maintain Boardroom inventory and equipment; and maintain Boardroom calendar and company flight schedule in Executive Assistant’s absence;
- Organize company-wide or special events; receive and field telephone calls and will also serve as backup to the primary front desk receptionist as needed.
- Process invoices, reconcile bank accounts, and input data into the General Ledger as well as monitoring computer-based automated orders or Advanced Ship Notice Systems (EDI activities);
- Additional duties will be assigned.
Experience & Knowledge:
- A minimum of 5 years previous Administrative/Executive Assistant experience, preferably talent who has had direct assistance to senior level management such as CEO, COO or CFO;
- Bookkeeping and/or accounting skills; an associate’s degree is preferred. In fact, continuing education to improve the talent’s knowledge role and other job related areas is a must;
- Bilingual with proven fluency in English & Spanish with the ability to translate from either language with minimal assistance is highly desired;
- Proficiency in various programs and Famous database is desired, including Microsoft Office (Word, Excel, Outlook, and PowerPoint) applications. Prior experience in perform internet research is required;
- A self-starter who ensures tasks and projects are kept on schedule with minimal supervisor intervention. Proactively communicate task and project updates to supervisor; ability to coordinate work flow effectively, efficiently, and neatly; must be extremely well organized and able to multitask;
- Discreet handling of all business matters (maintaining confidentiality at all levels is a must);
- Ability to operate various office equipment, including (not inclusive list): telephone, computer keyboard, photocopy machine, fax, 10-key calculator by touch, postage meter and other clerical and office equipment;
- Excellent verbal, written communication and typing skills (correct spelling, punctuation and grammar) a must; ability to communicate verbally and comprehend verbal instructions; requires sufficient sight and hearing to perform all duties;
- Able to work well under pressure to meet deadlines; work independently with minimal supervision;
- Ability to work well with all levels of internal management and staff as well as outside clients and vendors, ensuring effective working relationships with all levels of internal and external customers are ongoing;
- Ability to work in an office environment; majority of time spent working indoors, often sitting, walking, standing, kneeling, turning, reaching, or climbing stairs for throughout the day; occasionally lift 30 pounds without undue physical exertion;
- Ability to learn and absorb new duties with minimal repetition or re-training from the trainer with the ability to carry out defined procedures with specific instructions; with the ability to manage a project from its initiation to completion with minimal supervision intervention.
Legal disclosure: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
About Us:
Headquartered in Castroville, California near the world-renowned Monterey Bay; Ocean Mist Farms is one of California’s leading growers of premium quality produce. Founded in 1924, we are privately held; the largest producer of artichokes in North America and produce over 30 other fresh vegetable commodities. Our operations in California, Arizona and Mexico include plant breeding, farming, harvesting, cooling, distribution and sales. Our fresh vegetable product line is sold domestically and internationally year-round.
Great talent and leadership is the foundation of our success for over 90 years. We are proud of our team, our heritage and reputation for being a preferred employer. If this sounds like the kind of team you would like to join and you are self-motivated; with an attitude and experience which align with our needs and culture; we would like to hear from you!
