Senior Administrative Coordinator

2 weeks ago

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

POSITION OVERVIEW:

The Executive Assistant will deliver exceptional administrative support to the Director of Finance and the Director of Human Resources, facilitating the smooth operation of their responsibilities. This role encompasses managing calendars, organizing meetings, handling communications, and executing various administrative functions to assist these Directors and boost their productivity. A high level of confidentiality and discretion is paramount in this position.

KEY RESPONSIBILITIES:

  • Calendar Coordination: Organize and schedule meetings, appointments, and events efficiently.
  • Communication Management: Provide comprehensive communication support, including drafting and refining correspondence and overseeing email communications on behalf of the Directors while upholding strict confidentiality.
  • Travel Management: Plan travel itineraries, accommodations, and transportation arrangements for the Directors.
  • Information Organization: Systematically organize and maintain essential information, files, and documents for easy access and retrieval.
  • Meeting Coordination: Oversee logistics for meetings, including preparing agendas, distributing meeting materials, and following up post-meeting.
  • 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 the timely execution of projects related to finance and human resources, ensuring adherence to deadlines.
  • Budget Oversight: Manage and track budgets for projects and departmental expenditures.
  • 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 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 grace.
  • Effective Communication: Strong verbal and written communication skills, ensuring clear and effective interactions.
  • Project/Event Management: Proficiency in coordinating and managing projects and events.
  • Organizational Insight: Understanding of the organization's and Director(s)'s objectives, goals, and key performance indicators.

PERSONAL ATTRIBUTES:

  • Professional Demeanor: Exhibits a high level of professionalism in behavior, appearance, and communication, fostering a positive and respectful work environment.
  • Positive Outlook: Maintains an optimistic attitude.
  • Proactive Approach: Demonstrates initiative and anticipates needs.
  • Approachable Nature: Maintains an accessible, friendly, and approachable demeanor.

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 role.
  • Experience supporting senior-level directors is highly desirable. Familiarity with office management systems and procedures is advantageous. A proven history of handling confidential information with discretion is essential.

WORK ENVIRONMENT:

  • Must be able to sit for extended periods.
  • Must be able to work at a computer terminal for prolonged durations.

COMPENSATION AND BENEFITS:

  • Salary: $70,000-$75,000 annually
  • Comprehensive Medical, Dental & Vision Insurance for employees and their families
  • Basic Life & AD&D Insurance
  • 401k program 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 provided subsidy for health/fitness clubs & applications

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.

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