Administrative Assistant, Business Transformation Office

Location:

Irvine, CA, US, 92618

Employment Type: Hourly

Work Arrangement: Hybrid

Position Summary

Provide proactive and highly organized administrative support for our Business Transformation team. This position will work both independently and collaboratively as a part of a fast moving function by enabling governance cadence, facilitating information flow, and supporting effective coordination across business leaders, project teams, and external partners as the organization delivers change. The wide range of executive-support duties include calendaring, travel management, agenda, minute and meeting management support to ensure our teams are running efficiently. Searching for a highly resourceful team player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, professional, proactive, and efficient.

Major Duties And Responsibilities

• Calendar and meeting management - Coordinate complex schedules across multiple transformation workstreams and governance forums. Schedule meetings, book rooms, prepare and distribute agendas, pre-reads, and post meeting minutes and support follow-up to ensure meetings run smoothly for internal and external stakeholders.
• Event and workshop planning - Organize end-to-end logistics for onsite and offsite planning sessions, blueprinting workshops, pilot and demo sessions, testing and training events, mock cutover and go-live. Support onboarding of new team members by coordinating access, materials, meeting schedules, and 30/60/90 onboarding plans. Act as a central point of contact for internal teams, external partners and senior leaders.
• Collaboration - Work collectively with Administrative Assistant team, external partners, vendors and internal Business Transformation team to support consistent coordination, communication, and execution.
• Document and data support - Prepare and format status reports, presentations and transformation documentation. Maintain structured shared workspaces, version control, naming conventions, and appropriate access for internal and external stakeholders.
• Reporting and tracking - Monitor action, decision, and risk logs for key transformation forums. Track milestones and deadlines, follow up on outstanding actions, and proactively flag milestone misses, delays or decision gaps to PMO leadership for awareness and escalation.
  
  

Education And Experience

• High school diploma or GED is required
• 5 years proven experience in an administrative or project coordination role, ideally within change, projects, or consulting environments
• Experience supporting enterprise-wide initiatives or complex programs, over multi-year horizon including dozens of work stream teams (senior internal and external stakeholders) highly desired
• PMP or CAPM certificate is greatly helpful
• Prior systems experience that is desired are: ServiceNow, Smartsheet, MS Projects, MS Teams, Copilot or Oracle Fusion
  
  

Knowledge And Skills

• Excellent oral and written communication skills, organizational skills and attention to detail
• Ability to handle all business matters with confidentiality, professionalism, and maturity
• Proactive, self-starter with excellent judgment and discretion and solutions focused mindset
• Able to multitask, prioritize, work on schedule and within deadlines
  
  

Why Join Us

Ventura Foods innovates and manufactures food solutions for foodservice and retail businesses. We make exclusive products for the world's most iconic restaurants and retailers, we provide ready-to-go product solutions for professional kitchens, and we make consumer brands everyone knows and loves. When you work for Ventura Foods, you get a strong foundation of training, a manager who cares about you and celebrates your success, a safe environment, and challenging work. As part of our team, your future is limited only by how much you’re willing to push yourself to get there. We invest in your growth because you invest in ours.

Ventura Foods offers career growth opportunities as well as competitive compensation and benefits:

• Medical, Prescription, Dental, & Vision – coverage beginning on your 1st day for eligible employees
• Profit Sharing and 401(k) matching (after eligible criteria is met)
• Paid Vacation, Sick Time, and Holidays
• Employee Appreciation Events and Employee Assistance Programs
• Hourly Base Range of $36.53 - $46.22*
• The “base hourly range” provided above is a good faith estimate of what we expect to pay for this position in the specified markets. Ventura Foods reserves the right to pay outside of the given range based on a variety of factors including but not limited to: candidate skills and experience, complexity of the job, budgetary factors, and location/geography. Ventura Foods conducts regular reviews of compensation ranges and therefore reserves the right to alter this range at any given time.
  
  

Diversity & Inclusion

Our commitment to a diverse and inclusive environment in which all employees are treated with respect is evident in our company culture and values. We believe that fostering an environment of inclusion and a focus on diversity across our organization is vital to attracting top talent, driving innovation, and meeting the high expectations of our customers in a rapidly evolving global marketplace.

Ventura Foods is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

Nearest Major Market: Irvine California

Nearest Secondary Market: Los Angeles