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Executive Administrative Assistant 

EOE StatementWe are an equal employment 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.
Category Clerical/Administrative  
Location Brea, CA (Headquarters)  
Req Number CLE-13-00001  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Exempt  
About the Organization Ventura Foods is a leading national manufacturer and marketer of branded and custom made shortenings, oils, dressings, sauces, margarines, culinary bases and pan coatings for the foodservice and retail industries. From East to West, Ventura keeps pace with the dynamic food marketplace by delivering high quality products at competitive prices. In fact, our company's growth is fueled by long-lasting profitable partnerships that benefit all parties. We do this by meeting the challenges of an ever-changing world by applying the strengths of our commercial resources, the talents of our employees and the opportunities created by new technologies. Throughout our rich history, one thing hasn't changed: the dedication to our customers and the consumers we are proud to serve.

Description Provide direct administrative support and office management to the CEO and CFO.

Compose, edits and assist internal and external correspondences; dissemination of intra-office memorandum, general information, correspondence and notices.

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. Prepare expense reports.

Manage and maintain department's office supplies and purchasing, mail room operations, office equipment maintenance and repair, inter-office and intra-office contacts directory. Systematize filing and organization of the physical and electronic documents, reports and records.

Organize, coordinate and arrange conferences, group meetings, training sessions, and other events.

Create and monitor CEO and CFO's calendars. Conceptualize, create and prepare PowerPoint slide presentations for Board Meetings and client presentations.

Handle incoming and outgoing telephone calls, incoming and outgoing mails (letters and e-mails).
Manage, maintain inter-office and intra-office contacts directory.

Maintain contacts with outside vendors to provide supplies and hotel services. Manage, maintain inter-office and intra-office contacts directory.  
Position Requirements Associates degree in business administration or related curriculum or equivalent experience; a plus would be Bachelor's degree or equivalent experience. Minimum 10 years progressively responsible administrative/office managerial experience and must have at least 5 years supporting C-level executive in corporate environment.

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.
Advanced knowledge of Microsoft Office software i.e. Word, PowerPoint, Excel, Outlook, Visio, and Adobe.

Physical Activity/Work Environment

Travel - 1% Driving - 1%

Prolonged Sitting - 95% Prolonged Standing/Walking - 5%

Climbing, Crawling, Pushing, Pulling, Lifting (50 lbs.) - 1%

Finger-Hand Manipulation (e.g. 10-key, typing) - 85%

Prolonged VDT use (Video Display Terminal) - 85%


Temperature - 1% Noise - 1%

Dust - 1% Fumes - 1%

Other Safety Hazards:

Forklift Traffic - 0%

Electrical/Chemical - 0%


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