What are the responsibilities and job description for the Executive Assistant position at Alsum Farms & Produce Inc.?
Description
POSITION SUMMARY
Do you love keeping things running smoothly-and love potatoes, too? We're looking for an Executive Assistant who can juggle calendars, support executive leaders, and take pride in managing payroll with precision. If you're organized, dependable, take confidentiality seriously, and ready to grow with a company that's as grounded as our crops, we'd love to have you on our team! Our Mission: Always improving. Always serving. Always winning together. Exceeding expectations every day.
Requirements
ESSENTIAL DUTIES AND RESPONSIBILITIES
EXECUTIVE ASSISTANT RESPONSIBILITIES
- Manage calendars, schedules, and appointments to ensure optimal use of the executive's time and priorities.
- Coordinate travel arrangements including transportation, accommodations, and event registrations.
- Prepare, edit, and distribute correspondence, reports, presentations, and meeting materials with a high degree of accuracy, clarity, and professionalism.
- Develop, document, and maintain company standard operating procedures (SOPs) and administrative processes.
- Serve as the point of contact when needed for internal and external communications, ensuring timely and professional responses.
- Plan and coordinate meetings, including scheduling, preparing agendas and materials, and recording and distributing minutes.
- Support project management by tracking timelines, deliverables, and tasks; preparing status updates; managing resources; and identifying potential issues and solutions.
- Organize and maintain comprehensive filing systems for both digital and physical records.
- Process expense reports, reconcile credit card statements, and assist with timecard approvals and payroll coordination.
- Act as a gatekeeper and liaison, building strong working relationships with staff, stakeholders, and external partners.
- Assist in planning and executing company events, community initiatives, and donation programs.
- Maintain a professional, organized, and welcoming executive office and shared workspaces.
- Take on additional administrative duties and special projects as assigned, demonstrating adaptability and initiative.
Payroll & Benefits Responsibilities
- Process bi-weekly payroll accurately and on schedule.
- Maintain and update payroll and employee records.
- Ensure compliance with federal, state, and local payroll, wage, and hour laws.
- Reconcile benefit invoices and support benefit plan administration.
- Collaborate with the HR Manager and Controller on payroll and benefits reporting and audits.
- Maintain confidentiality and data integrity in all payroll and benefits processes.
EDUCATION AND EXPERIENCE
- Bachelor's degree preferred
- Experience with payroll and some accounting preferred
- Experience with ERP and HRIS and related systems
REQUIRED SKILLS AND ABILITIES
- Proven experience as an Executive Assistant or similar administrative role.
- Strong organizational, time management, and prioritization skills.
- Excellent written and verbal communication abilities.
- High attention to detail and commitment to accuracy.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to learn and utilize HRIS and ERP systems efficiently.
- Discretion and integrity when handling confidential information.
- Collaborative, team-oriented mindset aligned with company values.
- Valid driver's license and ability to travel as needed.
PHYSICAL AND ENVIRONMENTAL DEMANDS
- Prolonged periods of sitting at a desk and working on a computer
- Must be able to lift 15 pounds at times.
WHY WORK AT ALSUM
- Employer contributed health plan
- Employer paid life insurance
- Voluntary dental, life, disability, and vision insurance
- Onsite fitness center
- Vacation and holiday pay
- Profit sharing
- 401(k) with company match
- Employee discounts and free product
OUR VALUES
Integrity
We have an uncompromising commitment to do what is right and conduct our business with respect, honesty, fairness ,and value in all that we do.
Accountability
We accept responsibility for the work we do and strive for continuous improvement and growth.
Excellence
We achieve the highest possible level of quality for the produce we grow and market and the service we provide.
Stewardship
We devote our resources to the sustainability of the environment for current and future generations.
Servant Leadership
We care, serve, and extend ourselves to meet the needs and contribute to the success of our associates, customers, suppliers, and the community.
We are an Equal Opportunity Employer and a Drug Free Workplace.