Administrative Assistant

The Washington State Fruit Commission (WSFC) is looking to add an Administrative Assistant to its team in Yakima. We are a state agency that was founded in 1947. We represent Northwest Cherries, Processed Northwest Pears as well as Washington Grown Apricots, Nectarines, Peaches, Prunes and Plums. We are funded by grower assessments for the purpose of promotion, market development, research, and education for soft fruits grown in Washington State. The team of 20 employees educates growers, retailers and consumers about production and benefits related to tree fruit.

Job Summary

The Administrative Assistant position provides high-level administrative support to the President/Executive Director, Board of Directors, growers and promotional department by conducting research, preparing reports, handling information requests and performing administrative functions such as preparing correspondence, greeting visitors, arranging conference calls and scheduling meetings. In addition to the Washington State Fruit Commission (WSFC), this position also provides administrative support to the Washington Cherry Marketing Committee (WCMC), the Processed Pear Committee (PPC), the Pacific Northwest Canned Pear Service (PNCPS), and the Washington-Oregon Canning Pear Association (WOCPA). This is a full time, in office position.

Essential Job Responsibilities

·        Perform executive-level administrative tasks for the President and Promotional Department mangers including data collection, proofreading of multiple documents, confidential correspondence, helping prepare reports, and maintaining confidential files including the Commission’s Annual Report, Federal UES Application, Country Progress Reports, MAP Contribution letters, and WSDA Promotional Material Approvals.

·        Support procurement processes for grant-funded services (e.g., health research).

·        Prepare, coordinate, and arrange Board and Committee meetings for several entities including meeting packets, filing with State, notices to members and the general public/press releases, facility and catering arrangements. Attend and write minutes.

·        Maintain and coordinate for multiple Boards their annual position nominations including nomination meeting arrangements, public notices, and nomination reports to WSDA and USDA as applicable.

·        Assist with responding to and complying with public information requests.

·        Organize annual Cherry Institute board meeting and convention including notices, facility arrangements, pre-registration, trade show coordination, attendee packets, speaker confirmations, day-of oversight, and post-event activities in follow-up.

·        Maintain distribution lists and assist with email campaigns and social media.

·        Maintain and update comprehensive confidential grower listing and information to be used for referendums and other industry critical notifications. 

·        Maintain scheduling for Meeting and Conference Rooms including sending confirmations, room setup, and invoicing for staff, building tenants, and associated industry members.

·        Provide administrative services for multiple entities, including distribution of industry reports, manager updates, assistance in contract preparations, and other information as needed.

·        Comply with all state and federal reporting and filing requirements as requested.

·        Manage day-to-day building maintenance with sub-contractors, staff and vendors.

·        Serve as an IT point person and manage IT contractor work tickets submitted by staff.

·        Answer phones and gather and distribute company mail, helping in the mail room when promotional materials are shipped to WSFC representatives and retailers.

·        Purchase office and conference room supplies and equipment.

·        Ship Pacific Northwest Canned Pear Services tradeshow booth and promotional materials when requested.

·        Provide additional support to agency’s programs/departments as needed – Domestic, Foreign, Good Fruit Grower, Accounting/HR and Operations.

Qualifications and Requirements

·        5 years administrative or relevant work experience.

·        High school diploma or GED.

·        Experience in State agency rules and regulations preferred.

·        Proven experience and proficiency with Microsoft Office products. 

·        Experience with Mailchimp preferred.

·        Must be self-motivated and proactive, able to take initiative and be flexible in a fast-paced environment with multiple competing demands.

·        Proven results in using good judgment and streamlining work efficiency through process improvements.

·        Strong organizational skills with critical accuracy and attention to detail.

·        Proven interpersonal, verbal and written communication skills including spelling and grammar.

·        Ability to set priorities, manage multiple assignments and meet deadlines. 

·        Reliable and able to carry out tasks autonomously and collaboratively.

·        Must provide a minimum of three (3) professional references.

Competencies

·        Effective Communication  

·        Accountability and Integrity

·        Strong Organization and Time Management

·        Teamwork and Collaboration

·        Personal Effectiveness/Credibility

·        Flexibility and Composure

·        Notary License is a Plus

Benefits

§ Hourly Rate $24.50-$26.50 Pay Depends on Experience

§ State Retirement Pension and Deferred Compensation Opportunity

§ State Medical Plan including medical, dental and vision.

§ 2 weeks of vacation to start–increases over time/ sick / personal days.

The Washington State Fruit Commission is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, or veteran status in accordance with state and federal laws.

Candidates must submit a resume and cover letter outlining their suitability for the position and at least three (3) references to hr@wastatefruit.com to be considered for the position. Application deadline is September 1, 2025.