Administrative Assistant, EVP

Location : Brea HQ

Employment Type : Hourly

Work Designation : Hybrid

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.
• 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 function SharePoint, Teams and other sites to ensure access to information for team.

• 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 Pcard 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.

Work collectively and collaboratively with other Administrative Assistants and Communications team 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.

Education and Experience :

• Associate's degree in business administration or related curriculum and 5+ years of experience working as an Administrative Assistant supporting executive-level leaders and their teams required.
• Bachelor's degree is preferred or equivalent experience.
• Prior experience in food service and / or manufacturing industry preferred.

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 Microsoft Office software i.e. (Word, PowerPoint, Excel, Outlook) Data Tracker, AS400, Visio, Correl Draw, Adobe, and QuickBooks Pro.

Why Join Us :

Ventura Foods offers career growth opportunities as well as competitive compensation and benefits :

• Medical, Prescription, Dental, & Vision coverage beginning on your 1st day for eligible employees
• Profit Sharing and 401(k) matching (after eligible criteria is met)
• Paid Vacation, Sick Time, and Holidays
• Employee Appreciation Events and Employee Assistance Programs
• Salary Base Range of $71,620.00 - $90,617.00 for Employees Located in California*
• The base salary range provided above is a good faith estimate of what we expect to pay for this position. The range provided is for California-based employees as Ventura Foods is required by California State Law to post pay rates.

Ventura Foods reserves the right to pay outside of the given range based on a variety of factors including but not limited to : candidate skills and experience, complexity of the job, budgetary factors, and location / geography.

Ventura Foods conducts regular reviews of compensation ranges and therefore reserves the right to alter this range at any given time.

Diversity & Inclusion :

Our commitment to a diverse and inclusive environment in which all employees are treated with respect is evident in our company culture and values.

We believe that fostering an environment of inclusion and a focus on diversity across our organization is vital to attracting top talent, driving innovation, and meeting the high expectations of our customers in a rapidly evolving global marketplace.

Ventura Foods is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.