Executive Assistant/Office Coordinator

The Executive Assistant/Office Coordinator is a key support role who provides administrative services to the Company’s senior leadership team at the Santa Monica Corporate office. This role requires a detailed-oriented professional who can work both independently and collaboratively to support the team, maintain a productive office environment and assist in administrative functions across the organization. This role is on-site in Santa Monica, CA and reports to the Director of HR and Corporate Administration.

Responsibilities and Essential Functions:

Executive Administration:

• Assist executive team in meeting coordination, travel, managing calendars and emails
• Assist in preparation of executive presentations
• Administer regulatory licenses, permits and fees including local business licenses, corporate registrations, regulatory agency renewals, etc. Includes tracking due dates, completion of forms and paperwork, gathering signatures and filing
• Assist the team in managing the Company’s electronic filing system, including maintaining structural integrity and retention policies.
• Proactively track project deadlines and deliverables through consistent follow-ups with team members
• Proactively and regularly communicate with stakeholders to provide updates, clarify expectations, and task tracking and escalating concerns as needed. Assist the team in coordinating follow-ups as directed.
• Assist the SLT in organizing and coordinating cross-departmental collaboration
• Act as liaison between executives and internal/external parties, conveying messages accurately and professionally
• Manage sensitive and confidential communications with discretion
• Respond promptly to executive inquires, prioritizing tasks and delivering timely resolutions

Office Administration:

• Oversee the day-to-day office operations
• Greet and assist visitors, clients, and employees with professionalism, ensuring a welcoming and organized front-office experience
• Answer and direct any incoming calls, e-mails, inquires, providing accurate information or routing to the appropriate department
• Address any facility related issues promptly and efficiently
• Coordinate office issues, repairs, and requests
• Ensure office space is well kept including coordinating with cleaning crew, ordering office and kitchen supplies, and ensuring overall office functionality
• Liaise with vendors and service providers for office supplies, equipment, and services
• Coordinate supply, service, and office-related contract negotiations and manage relationship with office-related suppliers
• Assist the Director of HR and Corporate Administration in managing and monitoring the office budget, including expenses and coordinating invoice review and payment

Required Knowledge, Skills, Experience:

• Bachelor’s degree in Business Administration, Management, or related field highly preferred
• 3-5 years of experience as an Executive Assistant, Office Manager, or in a similar administrative role
• Proven track record of successfully supporting executive management
• Strong understanding of office administration, organizational protocols, and executive support functions
• Experience and awareness in best practices in professional communication
• Exceptional verbal and written communication skills with the ability to engage with employees at all levels
• Exceptional organizational and time-management abilities to handle multiple priorities effectively
• Proactive problem-solving skills with attention to detail and follow through
• Ability to work both independently and collaboratively in a dynamic office environment
• Proficiency in preparing executive- level presentations, reports, and correspondence
• Strong interpersonal skills, maintaining a professional and approachable demeanor
• Ability to assess and adapt to the dynamics of a room, adjusting approach as needed to align with the needs to individuals or groups
• Ability to multitask and prioritize tasks effectively
• Discretion and confidentiality
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

Compensation Range:  The estimated salary range for this position is $27.00- $60.00 hourly. The actual salary offered will be determined based on several factors including experience, skills, job-related knowledge and work location.  

Gem-Pack Berries is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, ancestry, sex, gender identity, gender expression, sexual orientation, medical condition, disability, veteran status or other protected class. We celebrate diversity and are committed to creating an inclusive environment for all employees.