This position reports directly to the President & CEO. This position is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings/events. The incumbent interfaces with the President & CEO’s direct reports, company leadership, and Western Growers’ Board members (and their spouses). Ad... more details
Description
You spend more than half of your waking hours working. Make these precious, fleeting moments matter by working for an organization and a cause you can believe in.
Western Growers exists for one reason only: to ensure the future viability of its members – the hard-working, salt-of-the-earth farmers who grow the fruits, vegetables and tree nuts that feed our nation and nourish our bodies.
Our members depend on us to help them remain competitive and profitable as they face challenges that make it increasingly difficult and expensive to do business. Our goal is to fight for them– heart and soul –every single day. We passionately advocate, facilitate technological advancements and provide insurance for our members. We do all of this, and more, from a position of leadership in the agriculture industry.
This mission requires a team of intelligent, inquisitive and innovative individuals connected for our common purpose.
The core company philosophy that strengthens our mission is that everything starts with people. Every employee of the organization has access to research-based training to encourage and support Outward Inclusion philosophy and our DEI initiatives. As an element of this training, employees are encouraged to recognize that there isn’t a work life and a home life, there is one life. This recognition throughout the organization emphasizes the value of finding a healthy and happy balance in every employee’s life. One way that is realized for employees of Western Growers is flexible work arrangements with work-from-home, in-office or hybrid options.
At Western Growers, we recognize and welcome the many qualities you can bring to the team.
Grow with us.
Compensation: $72,186 - $98,489 with a rich benefits package that includes profit-sharing.
Job Description Summary
This position reports directly to the President & CEO. This position is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings/events. The incumbent interfaces with the President & CEO’s direct reports, company leadership, and Western Growers’ Board members (and their spouses). Additionally, this position assists the SVP and General Counsel with tasks related to corporate governance, ensuring smooth operational continuity across executive functions.
Qualifications
- BA/BS and five (5) to seven (7) years’ experience reporting to a C-Suite Executive in an organization, preferred.
- Exceptional verbal and written communication skills, with a proven ability to ensure clear, effective, and professional interactions across a range of platforms and with diverse audiences.
- Ability to seek proactive solutions to difficult situations and make recommendations and decisions on sensitive, confidential matters. Position continually requires demonstrated poise, tact, and diplomacy.
- Highly detail–oriented, strong organizational skills with proven ability to effectively manage multiple tasks, meet deadlines, and adjust to changing priorities with continued attention to detail and remaining calm under pressure.
- Ability to think proactively and anticipate the demands of the President’s scheduled meetings/events, ongoing projects and/or other needs.
- Moderate project and task management abilities to stay on target with expected goals, dates, and milestones.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), customer relationship management system and Adobe Acrobat Standard.
- Excellent analytical and research skills coupled with superior verbal and written communication to produce well-structured and dynamic pieces of writing, for the president to use for the appropriate situations e.g., speeches, articles, etc.
- Ability to conduct thorough research, provide concise summaries, and make recommendations on complicated policy issues.
- Professional demeanor and ability to maintain confidence.
Duties And Responsibilities
Executive Support
- Maintain the President & CEO’s daily, monthly, and long-term calendar. Anticipate, plan, and prepare for all business-related (including relative social) events including negotiating events held off Western Growers property.
- Act as liaison for all communication and activity between the President & CEO, and the Executive Vice President of Western Growers Assurance Trust (WGAT), and the Chief Operating Officer (COO) including, but not limited to, ensuring all Board of Trustee meeting materials, presentations, and any pertinent information is submitted to the President & CEO in advance of meetings for his review and comment.
- Prepare President & CEO for all meetings including agendas, travel arrangements, itineraries, and preparatory material.
- Schedule business and social events on behalf of the President & CEO for his direct reports, board of directors, their spouses, and any other applicable VIPs.
- Record and maintain meeting minutes at the President & CEO’s request on an ad-hoc basis.
- Manage, prepare, and reconcile the President’s expense reports for submission to accounting using the online system and check requests. Review and elevate to the President any anomalies or concerning transactions within the President’s direct reports’ expense reports, and following consultation as needed approve/reject submitted expenses.
- Communicate with President & CEO and executives to keep projects aligned with goals.
- Prepare, maintain, and submit clear and concise activity/progress and supporting reports measuring project performance.
- General administrative duties include but are not limited to tracking and filing meeting notes/minutes, telephone screening, maintaining office inventory, catering order and set-up, and mail pick-up.
Project Facilitation & Reporting
- Participate in project teams to assist in the development, management, and implementation of company initiatives.
- Manage projects including planning, execution, status reporting, and risk management.
- Coordinate internal and external resource meetings to develop project scopes, objectives, feasibility, and timelines.
- Track progress and review project tasks to ensure certain milestones are met appropriately.
- Support in the creation of documentation, templates, and reports.
- Analyze data to address operational challenges.
- Provide regular project status reports to leadership and report any schedule variances.
- Act as a delegate to manage timesheets for the President & CEO’s direct reports.
Board Meeting Support
- Maintain Board directory.
- Assist with planning committee meetings for the Executive Committee Retreat and all board meetings, as well as the Annual Meeting. Attend as directed by the President.
- Assist `in any planning for and execution of the Chairman’s spouse events at the various board of director meetings including, the Annual Meeting. Ensure the Chairman’s spouse and other spouses participating receive accurate and timely information and updates.
- Record and maintain Committee meeting minutes, review, and print or otherwise prepare such minutes for review at Board meetings, subject to the SVP and General Counsel’s direction.
Other
- Utilize all capabilities to satisfy one mission — to enhance the competitiveness and profitability of our members. Do everything possible to help members succeed by being curious and striving to understand what others are trying to achieve, planning and executing work in a helpful and collaborative manner, being willing to adjust efforts to ensure that work and attitude are helpful to others, being self-accountable, creating positive impact, and being diligent in delivering results.
- Serve on employee committees sponsored by executive leadership.
- Prepare the yearly donation letters for the Foundation.
- Organize travel and accommodations for the CEO, Board Chairman, and their spouses.
- Other duties as assigned.
Physical Demands/Work Environment
The physical demands and work environment described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to communicate with others. The employee frequently is required to move around the office. The employee is often required to use tools, objects, and controls. This noise level in the work environment is usually moderate.
