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

• 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.

• 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.

• 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.

• 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