What are the responsibilities and job description for the Executive Assistant position at Voyage Foods?
Who We Are
At Voyage Foods, our mission is to make delicious, sustainable, and accessible foods that are better for people and the planet. All of our products work together to support and sustain a food system designed for everyone, now and into the future. We're a team of food scientists, CPG experts, and professionals with a passion for making good food available for generations to come.
What do peanut butter, chocolate, and coffee have in common? They're some of our favorite foods but are often inaccessible and unsustainable. That's why we created our Nut-Free Spreads, Cocoa-Free Chocolate, and Bean-Free Coffee. From food allergies to climate change and unjust labor practices, the foods we love are in serious need of an upgrade. Our future-proofed foods are always top-9 allergen-free, vegan, gluten-free, non-GMO, affordable, and most importantly, utterly delicious.
How We Work
We’re a rapidly growing team of people who value diversity in all its forms. We love adding new perspectives and appreciate those who ask questions that help us challenge assumptions, explore new directions, and improve what we’ve already built. We are a group of like-minded difference makers. Curiosity drives our development. We have tenacity and a risk-taking mentality at every level of our organization to keep challenging normalcy. We believe it’s our responsibility to create an environment in which every person can bring their full, authentic selves to work. We push each other to be our best and do our products proud.
This is an on site position based at our Oakland, CA location.
Key Responsibilities:- Executive Support
- Manage the CEO's calendar, including scheduling meetings, appointments
- Arrange and coordinate all travel logistics for the CEO, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
- Handle personal tasks and errands for the CEO, as needed, to support their overall efficiency and well-being.
- Anticipate the CEO’s needs and proactively address administrative tasks to ensure seamless day-to-day operations
- Track and submit expense reports for the CEO and other senior team members.
- Business / Office Support:
- Maintain organized electronic and physical filing systems for company documents.
- Coordinate incoming and outgoing mail, packages, and office phone management.
- Support the preparation and organization of business documents, such as contracts, invoices, and reports. Help organize team events, meetings, and other company activities.
- Assist in the preparation and shipment of samples and promotional materials as needed
- Support the scheduling and facilitation of onsite visits for external stakeholders, vendors, and maintenance professionals as needed
- General Administrative Tasks
- Ensure timely execution of company compliance, licensing, and record-keeping requirements.
- Provide ad-hoc administrative support to various departments as needed.
What Makes a Good Candidate
- 3 years of experience supporting senior level management and C-suite executives
- Expertise in using Google Suite (Docs, Sheets, Slides, Calendar, Drive, and Gmail) for task management, collaboration, and productivity.
- Exceptional ability to manage and prioritize multiple tasks, maintain detailed records, and coordinate schedules efficiently.
- Strong verbal and written communication skills for interacting with internal teams, external stakeholders, and executives.
- High level of integrity and ability to handle confidential information with professionalism.
- Ability to thrive in a fast-paced, dynamic environment and adjust to evolving priorities.
Physical Demands
- Prolonged periods of sitting at a desk and working on a computer.
Compensation
United States-based roles only: The annual salary for this role is between $88,825-$120,175 plus immediate participation in our benefits program (health, dental, 401k, and many others), utilization of our generous paid time off, and, where applicable, participation in our incentive programs. All employees are owners of Voyage Foods and receive an equity grant as part of their total package. At Voyage Foods, we approach each individual's compensation with a promise of fair market value and internal equity commensurate with experience and specific skill set.
Benefits
- Medical, Dental, Vision Plans
- STD/LTD, Life and AD&D policies
- FSA, HRA, and Mental Health Program Benefits
- 401K Program
- Commuter Benefits
- Generous Paid Time Off 9 Company Holidays
- Paid Family Leave Program
- Ongoing Team Events, including Weekly Friday Lunches
Voyage Foods is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Voyage Foods is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. Voyage Foods will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a background check.
Salary : $88,825 - $120,175
