Chino Hills, CA

Executive Assistant

Bringing fresh global produce home. As one of North America’s top fresh produce companies, we bring over 100 varieties of produce from more than 20 different countries to the market. Our business is managed by a team of dedicated professionals delivering exceptional service from over a dozen offices throughout North and South America. And because a healthy planet is essential to our growers, customers, and all of us at Oppenheimer, sustainability plays a vital role in everything we do.

OPPORTUNITY ALERT! We are looking for an experienced Executive Assistant to provide senior-level administrative support to a top executive located in our Chino Hills, LA office. Bring your positive and professional demeanor join a dedicated team of professionals in a role that offers variety and challenge in a fast-paced and dynamic industry.

Accountabilities

  • Provides an advanced level of administrative support to assigned executives and managers including preparing correspondence and reports, compiling and entering expense reports and various other duties as required.
  • Serves as a liaison between the executives, managers and business associates as required to help maintain effective relationships and communications across all departments.
  • Proactively manages and prioritizes executives schedule; coordinates a complex calendar.
  • Coordinates details of meetings and events ranging from small to large event planning. Facilitates effective meetings by preparing, pre-reviewing and circulating applicable materials.
  • Maintains a detailed account of meetings to ensure consistent and accurate information management.
  • Assists with various office administrative tasks including the creation of presentation materials, answering general inquiries and routing individuals to the appropriate resource.
  • Prepares and organizes travel arrangements for individuals and groups of employees as required. Ensure all such arrangements fall within the corporate travel policy.
  • Effectively prioritizes numerous requests and incoming information, ensuring appropriate level of urgency is given to each.
  • Provides backup and support to the rest of the executive assistant team.
  • May provide support to sales managers, including generating and/or updating reports and sales matrix, creating national sales call agenda and notes, and other duties as needed.
  • May provide budget monitoring as needed such as evaluating expenses, monitoring fund accruals and invoice coding and processing.

Required Knowledge & Abilities

  • Excellent interpersonal skills, ability to build and maintain positive, highly effective business relationships at all levels of an organization.
  • Ability to work effectively and professionally with executive level clients; possesses a high degree of patience and perceptiveness.
  • Skilled in listening and anticipating needs proactively. Where appropriate, has the ability to take initiative and guide actions towards successful achievement of goals.
  • Ability to exercise sound and independent judgement and act with tact and discretion; ensuring confidentiality at all times.
  • Highly developed written and oral communication skills; able to compose high-level memos, emails and documents using best practice business writing principles.
  • Demonstrated strong organizational, prioritization and multi-tasking skills with the ability to independently balance complex priorities and deadlines.
  • Strong evaluative and problem solving skills with the ability to identify and anticipate needs.
  • Flexible team player who thrives in fast-paced environments.
  • Advanced knowledge of Microsoft Office including Outlook, Word, Excel, and PowerPoint.
  • Ability to occasionally work hours outside typical schedule as required for special events.

Required Qualifications

  • 5-8 years of executive support experience in a fast-paced environment.
  • Post-secondary training in a business or administrative field an asset.
  • Spanish language an asset.

We extend our sincere appreciation for your interest; however only those selected for an interview will be contacted.

Apply Now

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