Executive Assistant to the CEO

This is a professional, exempt level position located at our headquarters in Modesto, CA with a hybrid work schedule in alignment with the CEO. The position requires exceptional organization, discretion, adaptability, and attention to detail, along with the ability to anticipate needs, manage competing priorities, and maintain professionalism in a fast-paced environment.

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties.

• Provides a variety of executive administrative support to the CEO, including scheduling appointments, making travel arrangements and prepar­ing itineraries, composing correspondence, drafting presentations, maintaining files and records, and preparing reimbursement requests.
• Tracks action items, commitments, and follow-up activities resulting from executive meetings and ensures timely completion.
• Manages the CEO’s calendar including scheduling appointments, working with leaders to prioritize  and operate effectively and efficiently
• Anticipates needs, identifies potential issues before they arise, and proactively develops solutions to support executive effectiveness. Manages time and prioritizes the most sensitive matters.
• Prepares and maintains confidential correspondence, reports, and related materials.
• Provides staff support for the Board of Directors and other relevant task forces and workgroups by arranging meeting rooms, coordinating lodging, meal, and audio-visual needs, developing annual meeting calendar, draft agendas as needed, compiling and distributing meeting materials, and preparing and distributing minutes including uploading to OnBoard Board Management Software.
• Plans and coordinates executive events, leadership offsites, Board meetings, stakeholder engagements, and special organizational functions.
• Assists with budget administration, invoice review, expense reporting, and other financial administrative activities.
• Serves as point-of-contact for Board Members and VIPs in terms of logistical preparation and support specifically related to participation in the ABC conference, industry delegations, and global travel.
• Processes application and submission for VISA requests and necessary travel letters for leader and overseas visitors as needed.
• Manages review of external advisor activities and contract renewals; supports CEO efforts in establishing and maintaining relationships with various agricultural organi­za­tions, domestic/foreign governments, and regulatory and industry groups.
• Assists in special projects, conducts research, and prepares reports as needed.
• Assists CEO in tracking and fulfilling requirements of the Marketing Order, rulemaking, and Bylaws in conjunction with administrative staff.
• Delivers an exceptional level of customer service with a concierge approach to provide a personalized experience to guests and stakeholders, rising above their expectations.
• Assists CEO in onboarding of new staff, new Board Directors, and committee formation.
• Coordinates the creation, distribution, and updating of the yearly ABC Meetings Schedule in conjunction with Executive Assistant.
• Assists CEO Review Committee in the annual CEO evaluation.
• Manages complex administrative work requiring the use of independent judgment and initiative.

Qualifications:

• Excellent knowledge of English grammar, spelling and punctuation, and accepted elements of writing style, formats and procedures for meeting minutes, reports, and correspondence
• Demonstrates executive presence, professionalism, sound judgment, and diplomacy when interacting with Board Directors, industry leaders, government officials, and internal stakeholders.
• Outstanding written and verbal communication skills
• Proactive, reliable, resourceful, logical, deadline driven, problem solver who strives to continuously improve with a keen sense of decision making.
• Advanced proficiency in Microsoft Office 365 applications, including Outlook, Word, PowerPoint, Excel, Teams, and SharePoint.
• Outstanding organizational and time management skills, creative and willing to take on work independently with strong attention to detail
• Maintains composure, professionalism, and a positive attitude in fast-paced environments with changing priorities, competing demands, and sensitive situations.  Ability to adapt and pivot as needs and priorities change
• Demonstrates strong emotional intelligence, discretion, patience, and the ability to navigate complex interpersonal dynamics with tact and professionalism
• Providing administrative support to multiple executives, including scheduling, travel arrangements, and other secretarial needs
• Exceptional interpersonal skills and rapport with the ability to manage relationships with diverse stakeholders, industry, and senior officials as a representative of the CEO
• Maintaining strict confidentiality and discretion of materials and information
• Desire and ability to work across the organization, building consensus as a committed team player.
• Strong aptitude for learning and leveraging technology, including collaboration platforms, board management systems, project management tools, AI-enabled productivity tools, and emerging workplace technologies to improve efficiency, streamline processes, and enhance executive productivity.
• Attend and participate in industry-related activities outside normal working hours.

Education and Experience: A typical way to obtainthe above knowledge and skill is a combination of education and experience equivalent to:

AA/AS degree required, bachelor’s degree preferred. Seven to ten years of progressively responsible experience supporting senior executives, CEOs, or comparable leadership teams.  Experience supporting Boards of Directors, executive committees, or governing bodies preferred.

Physical Characteristics: The physical abilities involved in the performance of essential duties are:

• Working at a computer for extended periods of time.
• Vision sufficient to read handwrit­ten and printed documents and computer screens
• Speech and hearing sufficient to communi­cate by phone and in person
• Manual dexterity sufficient to use a variety of office equipment and tools, computer key­boards, and to manipulate papers.
• May lift up to 30 pounds and manipulate heavier objects using dollies.

Salary range is $68k-$84k.