Executive Assistant

Join the California Dairies, Inc. (CDI) team, a farmer-owned cooperative dedicated to sustainably producing the highest quality dairy products while fostering a culture of innovation and collaboration. CDI products are delivered locally and around the world.

CDI’s Consumer Products Group is the driving force behind the marketing and sales function for CDI’s butter, supported by a strong food service business, and two heritage retail brands: Challenge and Danish Creamery. Proudly Californian, our butter is cultivated by the sun, and we believe that together we can spread that sunshine through every bite, every meal, and every shared moment.

We encourage you to be part of our team that's shaping the future of dairy!

 We offer a generous total rewards package that includes: 

• Salary Range $63,784 - $93,550
• Family medical/dental/vision
• Generous company contributions to 401k
• Relocation Assistance
• 11 Paid holidays
• Paid vacation
• Tuition reimbursement

Job Summary

The Executive Assistant supports the CCO & President CPG along with the Executive Leadership Team CPG. The role works under limited supervision, provides high-level administrative support by conducting research, prepares reports, handling information requests, and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This role also serves as the Office Manager for the Dublin office and has direct supervision of the Receptionist role. Tasks are varied and on routine assignments limited instruction is required, and other special projects will require attention to detail and specific instructions. The position requires proficiency following the company values of We are Stronger Together, We Take the Lead, We Work Hard Today for a Better Tomorrow, and We Reject the Status Quo.

Essential Functions

• Support the CCO & President CPG, Executive Leadership Team CPG, Human Resources, and other members of the CPG team as needed on various assignments and projects.
• Prepare invoices, reports, memos, letters, and other documents, using applicable software programs such as Microsoft Office Suite of products.
• Conduct research, compile data, and prepare reports for consideration and presentation by executives, and committees. Prepares presentation materials.
• Provide backup to Receptionist.
• Review incoming documents, submissions, and reports to determine their significance and plan their distribution.
• File and retrieve corporate documents, records, and reports. 
• Responsible for the planning, management, administration, and quality hosting/completion of company events, activities, and related functions. Works in conjunction with Visalia office as needed on events.
• Assists with community outreach initiatives and partners with Visalia office for corporate alignment. 
• Make travel arrangements for CPG teams as needed. 
• Credit Card Reconciliation and Expense reporting. 
• Responsible for maintaining a safe working space in the Dublin office, coordinating vendors and partnering with Human Resources and Safety as needed.
• Maintain a positive attitude and contribute towards a quality environment. 
• Use initiative and judgment in making decisions, keeping with California Dairies, Inc. best interests
• Participate in executive meetings when needed to record minutes and identify action items and follow up. 
• Supervises Administrative Assistant/Receptionist, provides direction, regular feedback, coaching and development. 
• Provides administrative and project management support to CPG executive team. 
• Builds and sustains cooperative relationships with key stakeholders in the CCO & President CPG’s internal and external network; represents the company in a professional manner with the utmost discretion. 
• Prioritizes conflicting obligations and needs, independently and proactively carrying out projects to completion on tight deadlines.
• Responsible for Office Management of the Dublin office, physical workspace and communal space, negotiation of contracts with vendors (cleaning, equipment, ), manages offsite document storage.
• Acts a CCO & President CPG’s gatekeeper for outside contacts. 
• Serves as a culture ambassador and a culture thermostat for providing and assessing a positive company culture.
• Manages administrative office budget. 
• Coordinates executive projects and gathers status updates. 
• Able to be responsive outside of regular business hours on an occasional basis. 
• Acts as in-house Notary
• Perform other duties as assigned. 
• Required to travel up to 10% both locally and nationally. 

Education and/or Experience

• Minimum of an associate’s degree or relevant experience. 
• 3 years of experience supporting senior executives with 1 year required supporting C-Suite level executives. 
• CPG, Technical, or Food background a plus.  

Qualifications

• Exceptional organizational, communication, and planning skills. 
• Strong analytical, project management, and problem-solving skills with exemplary multi-tasking abilities. 
• Strong independent judgment, decision-making, and discretion skills. 
• Ability to manage and maintain highly confidential and sensitive materials/information.
• Ability to manage competing interests and self-direct workload.  
• Exceptional written and verbal communications skills, detail oriented. 
• Strong business acumen.
• Intermediate skills in Microsoft Office Suite (Excel, PowerPoint, etc).
• Able to maintain a high level of confidentiality. 
• Be able to track and maintain various spreadsheets for projects. 
• Ability to work with agility and pivot as.
• Demonstratable critical thinking and problem-solving abilities; understanding the “why” and being able to articulate the why in decision making.
• Demonstratable ability for action; self-motivated and able to execute independently.
• Team player with excellent collaboration skills; ability to develop effective remote relationships.
• Works with integrity and transparency; owns mistakes and works toward resolution.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The company will make reasonable accommodations that do not cause and undue hardship to the company if such accommodation enables individuals with disabilities to perform the essential functions of the position.

• Sitting/Standing/Walking: Sits frequently to answer calls, complete reports, fill out paperwork, answer emails, etc.
• Lifting/Carrying: Must be able to lift up to 30 pounds on an occasional basis. 
• Pushing/Pulling: Some pushing or pulling is required on an occasional basis. 
• Bending/Stooping: Bends and stoops on an occasional basis. 
• Squatting/Kneeling/Crawling: May squat or kneel on an occasional basis. 
• Twisting/Turning: Assumes any combination of these positions on an occasional basis. 
• Climbing/Balancing: May go up and down stairs and/or ladder on an occasional basis. 
• Reaching: Reaches at or above shoulder level on an occasional basis. 
• Grasping/Manipulating: Grasping and manipulating papers, objects, and equipment will be required. The ability to use calculator/10-key and keyboard for data input will be required on an ongoing basis.
• Traveling: Potential for extended working hours and some domestic travel. 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work is performed in an office environment.

ADA/FEHA

The Company will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and California’s Fair Employment and Housing Act.

EEO

The Company is an equal employment opportunity employer.

This job description will be updated if duties and responsibilities change significantly. Job functions are subject to modification based on business necessity.

Salary : $63,784 - $93,550