Administrative Assistant, Human Resources

Position Summary:

Provide direct administrative support to the CHRO, and HR leadership team, The position works both independently and collaboratively completing a wide-range of executive-support related duties, calendaring, travel management, agenda and meeting management, sensitive and confidential assignments, projects and reports in a confidential and professional manner. The Administrative Assistant must 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 support and office management to the CHRO and HR leadership team in HQ and across the Ventura Foods network.
• Work collectively and collaboratively with other Administrative Assistants and the Communications teams to complete cross-functional work and projects which may include: assisting in the onboarding and orientation of new employees, ad hoc technology support, coordination of supporting various HQ initiatives and meetings with the administrative team, maintaining organizational charts and distribution lists. Serving as backup for other administrative functions across HR and Ventura Foods network.
• 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. Submit timely expense reimbursement.  
• Calendar and coordinate HRLT and other meeting agendas, minutes and follow-ups for the HR team's operating model (annual cadence of meetings) and optimize for effectiveness, ensure updates are managed timely with internal/ external team members. Organize and maintain the functions Sharepoint, Teams and other sites to ensure access to information for the teams.
• Organize, coordinate and arrange conferences, meet and greets, team meetings, training sessions, functional employee onboarding and other events including HR annual meeting inclusive of agendas, travel, set-up, supplies and equipment and overall coordination.
• Manage purchase approval process and P-Card administration for the function. Process invoices and submit timely for payment and cross charging as needed. Partner proactively with Finance to ensure budget updates are made.

Education and Experience:

• 5+ years of experience working as an Administrative Assistant supporting executive-level leaders, in different locations, and their teams required.
• Bachelor's degree is preferred or equivalent experience. 
• Prior experience in food service, retail distribution and/or manufacturing industry preferred.
• Prior experience working in or support HR is highly desired.

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. 
• Intermediate to advanced knowledge of MS Office, Visio and other software programs, as needed.