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Executive Assistant to Chief Operating Officer

Adminstrative

Location: Brea HQ 

Exemption: Nonexempt 

 

OUR COMPANY:

Ventura Foods is a leading global manufacturer of branded and custom food products that can be found at national and regional restaurants, hospitals and universities, movie theatres and major retailers in the U.S. and in more than 60 countries. At 15 manufacturing sites across North America, Ventura Foods creates dressings and sauces, mayonnaises, margarines, and oils that help our customers create great-tasting flavors with high-quality ingredients. Those same high-quality ingredients go into our own set of branded products, such as: Marie’s® dressings, LouAna® oils, Dean’s® dips and Gold n’ Soft® spreads. Our company is headquartered in Brea, California with operations across the U.S, Canada, Mexico, the Philippines and Singapore. Regardless of your role, function or location, at Ventura Foods, you'll be part of a supportive team dedicated to helping our customers delight their customers.

Position Summary:

Provide direct administrative support and office management to the Chief Operating Officer and the Sales and Operations' Senior Leadership Team.

Major Duties and Responsibilities:

  • Provide direct administrative support and office management to the Chief Operating Officer and the Sales and Operations' Senior Leadership Team.
  • Coordinate calendar, domestic and international travel arrangements (hotel accommodations, car rentals, and other miscellaneous arrangements at destination).  Monitor, evaluate travel itineraries and advise measures to reduce cost of fare.  Prepare expense reports. 
  • Handle all business matters with confidentiality, profesionalism, and maturity, while acting as a thought partner to the business.  Receive various verbal direction and execute on that direction while communicating effectively.  Anticipate executive's and departmental needs and strategize to meet those needs.
  • Organize, coordinate and arrange conferences, weekly group meetings, training sessions, and other events.  Attend executive meetings to be accountable to the agenda and attendees. 
  • Work collectively and collaboratively with other Administrative Assistants to complete cross-functional work and projects.
  • Manage and maintain department's office supplies and purchasing, mail room operations, office equipment maintenance and repair, inter-office and intra-office contacts directory.   Systematize  filing and organization of the  physical and electronic documents, reports and records. 
  • Create and monitor department calendars.  Submit monthly vacation/sick reports to HR.  Lead the onboarding process for all senior members of the COO's operating team. Maintain employee files.
  • Routine dialogue with external customers and suppliers to ensure coordinated actions to solve issues.  Maintain contacts with outside vendors to provide supplies and hotel services.  Manage, maintain inter-office and intra-office contacts directory. 
  • Handle incoming and outgoing telephone calls, incoming and outgoing mails (letters and e-mails), compose, edits and assist internal and external correspondences

Education and Experience:

  • Associates degree in business administration or related curriculum; Bachelors degree is preferred or equivalent experience. 
  • Minimum 10 years progressively responsible administrative/office managerial experience.  
  • Prior experience in food service and manufacturing environment helpful.

Knowledge and Skills:

  • Excellent oral and written communication. 
  • Ability to work discreetly with confidential information and situations; detail oriented.
  • Proactive with excellent judgment and discretion.
  • Able to multitask, prioritize, work on schedule and within deadlines.  
  • Able to adapt and adjust to change quickly. 
  • Ability to influence without authority; Self directed
  • Work and communicate as part of a team.  Ability to establish and maintain excellent working relationships with internal staff and external customers. 
  • Intermediate to advanced knowledge of Microsoft Office software i.e. Word, PowerPoint, Excel, Outlook

 

Ventura Foods is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.


Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

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