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Administrative Assistant, SVP

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 SVP Foodservice and his/her leadership team (VP's). 
The Administrative Assistant, SVP Foodservice works independently completing a wide-range of executive support related duties, sensitive assignments, projects and reports in a confidential and professional manner. The senior level Administrative Assistant will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, professional, proactive, and efficient.

Major Duties and Responsibilities:

  • Provide direct administrative and office management support to the Senior Vice President of Foodservice, and his leadership team, which is comprised of 5 VP's.
  • Handle all business matters with confidentiality, professionalism, and maturity, while acting as a thought partner to the business.  Anticipate executive's and departmental needs and strategize to meet those needs.
  • Coordinate calendar, 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.  
  • Organize, coordinate and arrange  conferences, group meetings, training sessions, and other events, and attend meetings identified by the SVP to be accountable for the agenda, minutes, attendees.  
  • Manage the SVP's calendar using judgement to prioritize and commit his/her time for apppointments, meetings, and travel based on a strong understanding of priorities & needs.  Manage muliple calendars of leadership team, as needed, to adjust/prioritize schedules.   
  • Conceptualize, create and prepare PowerPoint slide presentations for team meetings, customer presentations, and/or BOD meetings as needed. 
  • Work collectively and collaboratively with other Administrative Assistants to complete cross-functional work and projects. Assist in the orientation of new employees & maintain employee files.  Submit monthly vacation/sick reports to HR. 
  • Compose, edits and assist internal and external correspondences; dissemination of intra-office memorandum, general information, correspondence and notices.     
  • Handle incoming and outgoing telephone calls, incoming and outgoing mails (letters and e-mails), compose, edit and assist internal & external correspondence. 
  • Maintain contacts with outside vendors to provide supplies and hotel services.  Manage, maintain inter-office and intra-office contacts directory. 

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 foodservice or consumer products 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.
  • Work and communicate as part of a team.  Ability to establish and maintain excellent working relationships with internal staff and external customers/partners.
  • Intermediate to advance 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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