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Executive Assistant

Posted on May 23, 2013

POSITION DESCRIPTION

POSITION TITLE:    Executive Assistant
DEPARTMENT:      Administration
REPORTS TO:        VP HR & Sustainability
FLSA:                        Full-Time Non-Exempt

JOB OBJECTIVE: 

Provides administrative support of a wide and complex nature to the executive team, while being responsible for office administration and reception.

ESSENTIAL JOB FUNCTIONS:

• Primary point of contact for answering phones
• Greet visitors and determine whether they should be given access to specific individuals
• Manage and maintain executives’ schedules –assist meeting and manage Comp calendar and exec calendar
• Prepare expense reports for Exec team members, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software 
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Open, sort, and distribute incoming correspondence, including faxes and email
• Prepare responses to correspondence containing routine inquiries
• File and retrieve corporate documents, records, and reports
• Coordinate events and meetings
• Initiate research and provide background documentation on matters requiring the attention of appropriate executive team members
• Acts as Corporate Scribe – transcribe meeting minutes
• Format presentations and prepare agendas for meetings, workshops, presentations, and conferences 
• Prepare reports, disseminates information, and assists in preparation of material for presentation to the staff, customers, or vendors.
• Order and coordinate office and cleaning supplies; maintain and repair office equipment
• Place dairy order for employee kitchen refrigerator and pick up
• Maintain overall organization of kitchen
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Coordinate administrative tasks associated with corporate insurance
• Maintain records for business licenses
• Coordinate building security and phone administration
• In partnership with HR department, provide support to the company Wellness Program and Petaluma Safety Program and companywide events
• May assist in the preparation of the office budget and assume fiscal monitoring responsibilities
• Other duties as requested

EDUCATION & EXPERIENCE

• College graduate preferred
• 5+ years’ experience supporting at the executive level
• Bi-lingual English and Spanish required

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures, office systems and terminology
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Handle a wide range of administrative and executive support related tasks
• Self-motivated and able to work independently
• Initiative and ability to independently problem solve
• Must be extremely organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs
• Maintain a high level of professionalism and confidentiality
• Strong decision making ability
• Strong attention to detail
• Advanced knowledge of MS Word
• Intermediate knowledge of Excel, and PowerPoint
• Comfortable with technology
• Comfortable with change and working in unknown situations
• Positive attitude and willingness help in other departments as requested

PHYSICAL REQUIREMENTS

• Extended periods of sitting, standing, walking, climbing, pushing, pulling, and stooping, turning the head and torso, reaching, grasping, bending and flexing the arms, legs, wrists, hands, and fingers.  – repetitive at times
• Extended use of computer
• The senses of being able to see, hear and have full power of speech are required
• The ability to climb stairs
• Ability to lift, hold and/or carry 30 pounds unassisted

 

We offer a fun, dynamic, multi-cultural and environmentally thoughtful workplace. Please send your resume to jobs@strausmilk.com. Relocation is not available for this position.