Executive Assistant/Project Manager

GENERAL SUMMARY:

Provides executive level assistance to orchard leadership, the CEO and possibly others, including office management, scheduling and meeting coordination, budget monitoring, file management, special financial and analytical projects, updating and maintenance of corporate documents, inter- and intra-office communication, Assists by independently researching and producing analysis of a wide variety of issues (financial, legal, and regulatory).

Essential Job Duties:

1. Provides executive administrative assistance to orchard leadership and the CEO, including office management, scheduling and meeting coordination, budget monitoring, special projects, clerical support, inter- and intra-office communication,

2. Prepares regular and special reports on key data and coordinates with other company administrators and departments in the collection, analysis and presentation of data.

3. Assures maintenance of effective and efficient retention system for company records and other communications (written and electronic).

4. Assists with reviewing, completing and executing complex transactions (property sales, transfers, leases, environmental reports, etc.)

5. Assists in composing correspondence on a wide variety of company matters

6. Assists in routine administrative matters including monitoring budget and expenditure approvals and analysis of select budget accounts. Assists in budget review and analysis as directed.

7. Works with technology staff to develop, implement and maintain computer-based document and policy storage and access system. Assists in troubleshooting office computer related issues.

8. Project Management: Assist in the definition of new project specifications and requirements; involve all relevant resources and personnel; and ensure technical feasibility and resource availability. Develop project schedule templates, monitor workflow, predict work surges, and proactively identify the need as appropriate.

9. A partial list of administrative tasks and special projects includes:

• Corporate renewals
• Business License Renewals
• Annual Harvest Log for all COM fruit – reconcile to receiving
• Receiving Log for all COM Fruit – reconcile to harvest
• Manage Master Harvest log, including returns as pools close
• Manage Master Orchard Data in Teams
• Keep current Master Orchard Data in PowerBI
• Keep orchard insurance maps current with all changes; update as needed in teams/with insurance company
• Special projects related to insurance claims/harvest/ and compiling of grower statements
• Keep current Master Tree file in Teams for each year
• Tree Contracts and Invoices – confirming signed, keep copies in Teams, as well as hard copies for tracking.
• Track tree invoices, allocate to orchards, verify planting numbers when complete, and provide to AP.
• Review/verify H2A contractor invoices with harvest records and hours
• Work w/ Chief Orchardist on CapEx budget planning and updates
• Real property research and document drafting/edits
• Scan of all varietal agreements (as time allows)

Perform other related duties as assigned

ESSENTIAL QUALIFICATIONS:

(Any Equivalent Combination of Knowledge, Skills, Abilities, Education and Experience)

1. : Bachelor’s degree in a related field from a college or university.

2. : Three years’ prior experience as administrative assistant. Experience with microcomputer word processing and spreadsheet software. Experience and ability including training and instructional skills for office systems and equipment.

3. : N/A

4. Self-directed personality with strong human relations skills and ability to work in team management setting. Willing to work overtime and flexible hours during peak-load periods. Must be self-motivated and have strong attention to details.

5. Personal computer; Microsoft Word, Excel, OneNote, PowerPoint and Project

Job Type: Full-time

Pay: $31.00 - $39.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $31 - $39