Executive Coordinator

6 days ago

Modesto, United States The Ladders Full time
Description

Under general direction, this role coordinates and performs highly responsible, complex, technical, and confidential administrative support activities in support of the President/CEO. Responsible for managing specific projects and activities related to the executive staff; budget, travel, and other functions; assists in developing and maintaining senior level contacts and relationships with key stakeholders; and performs related duties as assigned.

This is a professional, exempt level position located at our headquarters in Modesto, CA. This position is differentiated from other administrative positions by the level of contacts, confidentiality, independent judgment, and the use of delegated authority on matters of significance required in the performance of the duties and as a representative of the President/CEO.

The following duties are typical of those performed by staff in this job title; however, team members may perform other related duties.

  • Provides a variety of executive administrative support to the CEO, including scheduling appointments, making travel arrangements and preparing itineraries, composing correspondence, maintaining files and records, and preparing reimbursement requests.
  • Manages information flow in a timely and accurate manner.
  • Manages the CEO's calendar including scheduling appointments, working with leader to effectively manage time, and prioritizing the most sensitive matters.
  • Prepares and maintains confidential correspondence, reports, and related materials.
  • Writes and edits communications with industry, staff, stakeholders, and other contacts on behalf of the CEO.
  • Drafts presentations, short videos, and other communications for the CEO.
  • Manages the logistics and materials for BOD and Executive Strategic offsites.
  • Provides support, as needed, to the Executive team
  • Reviews and codes invoices for payment.
  • Serves as point-of-contact for VIPs in terms of logistical preparation and support specifically related to participation in the annual ABC conference, industry delegations, and global travel.
  • Processes application and submission for VISA requests and necessary travel letters for staff and overseas visitors.
  • Manages review of consultant activities and contract renewals; supports CEO efforts in establishing and maintaining relationships with various agricultural organizations, domestic/foreign governments, and regulatory and industry groups.
  • Assists in special projects, conducts research, and prepares reports as needed.
  • Assists CEO in tracking and fulfilling requirements of the Marketing Order, rulemaking, and Bylaws.
  • Delivers an exceptional level of customer service with a concierge approach to provide a personalized experience to guests and stakeholders, rising above their expectations.
  • Assists CEO in onboarding of new staff, new Board Directors, and committee formation.
  • Coordinates the creation, distribution, and updating of the yearly ABC Meetings Schedule.
  • Assists CEO Review Committee in the annual CEO evaluation.
  • Manages complex administrative work requiring the use of independent judgment and initiative.
  • Upholds and supports ABC initiatives, programs, policies, and processes
QUALIFICATIONS:

Knowledge and Skills:
  • Excellent knowledge of English grammar, spelling and punctuation, and accepted elements of writing style, formats and procedures for meeting minutes, reports, and correspondence
  • Addressing inquiries and resolving issues with a high level of professionalism and efficiency
  • Outstanding written and verbal communication skills
  • Proactive, reliable, resourceful, logical, problem solver who strives to continuously improve
  • Excellent knowledge of Microsoft Office applications
  • Outstanding organizational and time management skills, creative and willing to take on work independently
  • Ability to adapt and pivot as needs and priorities change
  • Procedures for budget tracking and monitoring
  • Latest office methods and procedures including organizing and maintaining files, and operating equipment
  • Providing administrative support to multiple executives, including scheduling, travel arrangements, and other secretarial needs
  • Exceptional interpersonal skills and rapport with the ability to manage relationships with diverse stakeholders, industry, and senior officials as a representative of the CEO
  • Drafting correspondence and reports to industry and regulatory authorities, as required
  • Managing projects, including coordinating multiple concurrent deadlines
  • Keen sense of decision making
  • Maintaining confidentiality and discretion of materials and information
  • Strong attention to detail
  • Ability to learn federal marketing order program guidelines, and the almond industry
  • Desire and ability to work across the organization, building consensus as a committed team player.
  • Attend and participate in industry-related activities outside normal working hours.
Education And Experience: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

AA/AS degree and 7-10 years of related experience providing administrative or program support at the senior executive and corporate level.

Physical Characteristics: The physical abilities involved in the performance of essential duties are:
  • Vision sufficient to read handwritten and printed documents and computer screens
  • Working at a computer for extended periods of time
  • Speech and hearing sufficient to communicate by phone and in person
  • Manual dexterity sufficient to use a variety of office equipment and tools, computer keyboards, and to manipulate papers
  • May lift up to 30 pounds and manipulate heavier objects using dollies.

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