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Senior Administrative Coordinator

2 months ago

Woodland, California, United States Sakata Seed America, Inc. Full time

POSITION OVERVIEW:

The Executive Assistant will deliver top-tier administrative assistance to the Director of Finance and the Director of Human Resources, facilitating the smooth functioning of their operations. This role encompasses managing calendars, organizing meetings, handling communications, and executing various administrative responsibilities to bolster the efficiency of these Directors while maintaining a high level of confidentiality.

KEY RESPONSIBILITIES:

  • Schedule Management: Organize and coordinate meetings, appointments, and events effectively.
  • Communication Support: Assist with communication tasks, including drafting and revising correspondence and managing email communications on behalf of the Directors while ensuring confidentiality.
  • Travel Arrangements: Plan travel itineraries, accommodations, and transportation for the Directors.
  • Information Organization: Maintain and organize essential information, files, and documents for easy access and retrieval.
  • Meeting Coordination: Oversee logistics for departmental meetings, including agenda preparation, distribution of meeting materials, and follow-up actions.
  • Documentation Preparation: Create reports, presentations, and other necessary documents for the finance and human resources departments, ensuring the protection of sensitive information.
  • Project Assistance: Support project teams in completing finance and human resources-related projects on time.
  • Budget Oversight: Manage and track budgets for projects and departmental expenses.
  • Process Enhancement: Proactively seek and implement improvements in operational processes, including exploring new technologies for enhanced efficiency.
  • Event Coordination: Plan and organize meetings, conferences, and special events.

ESSENTIAL SKILLS AND QUALIFICATIONS:

  • Detail Orientation: Exceptional attention to detail to ensure precision in all tasks and communications.
  • Composure Under Pressure: Ability to manage high-pressure situations with professionalism.
  • Effective Communication: Strong verbal and written communication skills for clear and effective interactions.
  • Project/Event Management: Proficient in coordinating and managing projects and events.
  • Organizational Insight: Understanding of the organization's objectives, goals, and key performance indicators.

PERSONAL ATTRIBUTES:

  • Professional Demeanor: Exhibits a high level of professionalism in conduct, appearance, and communication, fostering a respectful work environment.
  • Positive Outlook: Maintains an optimistic attitude.
  • Proactive Approach: Demonstrates initiative and anticipates needs effectively.
  • Approachable Nature: Exhibits accessibility and friendliness in interactions.

EDUCATIONAL BACKGROUND AND EXPERIENCE:

  • High school diploma or equivalent required.
  • Bachelor's degree in Business Administration, Communications, or a related field preferred.
  • A minimum of 3 years of experience as an executive assistant or in a similar administrative support capacity.
  • Experience supporting senior-level executives is highly advantageous. Familiarity with office management systems and procedures is beneficial. A proven ability to handle confidential information with discretion is essential.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

  • Ability to sit for extended periods.
  • Ability to work at a computer for prolonged durations.

COMPENSATION AND BENEFITS:

  • Salary range: $70,000-$75,000 annually
  • Comprehensive Medical, Dental & Vision Insurance for employees and their families
  • Basic Life & AD&D Insurance
  • 401k plan with company matching
  • Profit Sharing program (via 401K)
  • Holiday & Performance Incentive Bonus program
  • Paid Vacation: 10 days per year to start, increasing with tenure.
  • Sick Leave: 1 hour accrued per 30 hours worked for the first 30 days, 6.67 hours per month thereafter.
  • 14 paid company holidays, 2 floating holidays & birthday off
  • Paid Family Leave: 15 days after 12 months of service for FMLA qualifying events
  • Company provided Employee Assistance Program
  • Company subsidized health/fitness club memberships & apps

To successfully perform this role, an individual must be able to fulfill each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.