Executive Assistant

Overview

*** Applicants must reside in the State of California and have a valid ID ***

We are seeking a dynamic and highly organized Executive Assistant to provide exceptional administrative support to senior leadership. This vital role ensures smooth daily operations, manages complex schedules, and facilitates effective communication across teams. The ideal candidate will demonstrate proactive problem-solving skills, maintain confidentiality, and excel in a fast-paced environment. Join us to contribute to a vibrant workplace where your organizational talents will make a meaningful impact every day!

Executive Assistant

1) Telephone Communications:

a) Screen and record all calls. E-mail call log at the end of each day.

b) Monitor any communications requiring follow-up and make sure the necessary steps are taken in a reasonable amount of time.

2) Maintain meeting calendar while working with other departments to coordinate meetings. Communicate every workday morning of schedule/itinerary for the day.

3) Organize and maintain filing system and make suggestions for improvement.

4) Prepare meeting documents and presentation material. This may require updating or development of power point presentations and or excel graphs.

5) Attend meetings as needed to take notes, transcribe, make action plans, distribute to meeting participants as necessary and file.

6) Assist in the flow of paperwork out of office and distribute to the appropriate person or department.

Customer Service

The Executive Assistant will be the support person for customer service in the GA.

1) Field inquiries in relation to all concerns regarding deliveries, timing of payments, and general information.

2) Manage a comprehensive database with current email addresses, acreage planted, varieties, plant dates, locations, delivery timing and yield history. Work with the Field Representatives in compiling data keeping both electronic and physical files current.

3) Schedule plant tours with the necessary plant personnel as requested.

4) Work with web-site designer and/or sales department to insure information is current and accurate.

5) Manage and oversee the compilation of information from all sources (WMB, NASS, and USDA) for graphs, handouts and new information packets.

Event Planning and Marketing

1) Coordinate promotional items for select groups, all growers, holiday gifts, trade shows and various meetings in the months of April/May/June so as not to interfere with harvest and grower payments.

a) Coordinate advertising with trade publications within the annual budget for this purpose.

b) Plan and coordinate Christmas gift and/or Holiday Cards organized and ready to mail 1st week of December to Level 1 & 2 growers.

c) Monitor ordering of all promotional items, Hats, Jackets, etc. for upcoming Harvest and Trade Shows by June of each year.

d) Assist in scheduling and organizing grower meetings in July and August. It may be necessary to attend meetings and assist Owner and GA Manager with presentations.

Trade Shows

The GA Services Department will participate in two trade shows per year; The Colusa Farm Show and The World Ag Expo both in the month of February.

1) Assist with creating and monitoring the display and promotional materials used in the trade show. This may include investigating other trade shows and booths to insure CWS is presenting the most current and progressive image for growers.

2) Monitor and support Field Representatives with their communications with growers and follow up with emails, letters, etc. to potential growers.

3) If necessary, the Grower Services Administrative Coordinator will attend the show making sure the booth is well staffed, and growers are receiving the necessary attention.

4) Make suggestions for improvement for future trade shows.

Field Representative Oversight &Support

Lend support to All Field Representatives as indicated:

1) Develop accountability criteria for All Field Buyers

2) Tonnage and Acreage Reports to All Field Buyers

3) Establish projections and goals for Raw Product Acquisition growth by Field Buyer and monitor progression of goal achievement

4) Contracting Support which includes preparing contracts with all known information prior to presenting to grower and making sure contracts are complete.

5) Presentation Planning, creation and execution

6) Trip scheduling and support.

7) Plan and schedule special meetings and tours for groups of potential growers

Special Projects and Additional Support

Special Projects and Support for Owner, the Grower Accounting Manager, the CFO and other Department Managers as needed.

Pay: $50,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person