Executive Administrative Assistant

Seeking an experienced Admin / Executive Assistant to help Support the VP of Distribution & Facilities. This role supports a successful business with an established corporate presence in Northern California for the last 25 years.
Hours: 7:00 -- 3:00 or 7:00 -- 3:30 depending on lunch; some flexibility may be possible.
This role has potential to be a contract-to-hire opportunity for the right person.

Job Summary:

for providing administrative support to the Vice President of Distribution & Facilities and the Management teams under the Distribution Center area. Partner with Vice President and Managers to develop and maintain daily, weekly and monthly reports required to manage and measure the business.


Essential Job Duties:


Partner with Vice President and Managers to develop and maintain daily, weekly and monthly reports required to manage and measure the business.


Create, consolidate, review and print periodic operations reports from the Cognos, Apprise and Warehouse Management Systems (WMi) and format or compile them in necessary format for presentation or delivery using MS Excel, MS Access, MS Project or MS PowerPoint.


Assist with budget / business plan and capital requests and evaluating expenditures for all costs centers and P&L. Generate departmental budget and monitor the department's operating expenses monthly


Develop flowchart diagrams to define project requirements and business processes.


Prepare documents and operational materials as requested and prepare presentation binders as well as PowerPoint presentations for meetings.


Create ad hoc reports and forms as needed.


Create and update confidential organizational charts as well as statistical charts and any other management charts required.


Receive, audit and code department related invoices and Vice President company credit card statements.


Handle specific documentation from Operations Staff such as expense reports, contracts, etc., and assure they are approved by Vice President and sent to appropriate departments for processing.


Maintain electronic calendar for the Vice President and coordinate appointments with Operations team.


Set-up conference calls for Vice President with customers, vendors, contractors, etc.


Responsible for ordering on-line merchandise (includes cost comparison and best value).


Work as an acting office manager for the day-to-day operations of the Fairfield Distribution Center Office (copying, faxing/mailing documents, ordering office supplies, computer repair, filing, binders, storage of supplies, work with outside vendors for various services.


Negotiate competitive pricing with different vendors.


Organize preparation of confidential and sensitive material for Director of Warehouse Operations (i.e., reviews, etc.).


Receive, open and sort mail for office team.


Update the DCTV and company Communications board with current information and Employee Relations information.


Make travel arrangements including air, hotel, car, airport transfers, conference and convention registration and dinner reservations for Vice President and Managers. Work with travel agency to make reservations and to request reimbursements/reissuing of unused tickets for Vice President as well as issuance of upgrades, and lowest fare requests.


Prepare high-level presentations using MS PowerPoint and/or other programs for Vice President.


Coordinate on-site meetings and tours including the preparation of room(s), ordering of refreshments or food and visual components for presentations.


Organize and assist with all events and employee activities as assigned.


Perform other administrative duties as assigned by the Vice President.



Minimum Qualifications:


Requires an A.A. degree or equivalent work experience.


Requires prior administrative assistant work experience.


Prior experience in an operations or construction environment preferred.



Must possess very strong computer skills with a high level of proficiency in spreadsheet programs (MS Excel with Pivot Table), MS Word, MS PowerPoint, MS Project, MS Access and e-mail.


Must possess ability to interact with high-level executives both internally as well as executives of customers and the ability to act as a representative of the Vice President of Distribution and Facilities.


Must be detail oriented and possess the ability to handle multiple tasks simultaneously with both composure and autonomy.


Must possess excellent organizational and problem-solving skills and the ability to prioritize responsibilities.


Must be able to work independently and autonomously and determine best methods for completing work with little direction or assistance.


Must be able to communicate effectively in English both in verbal and written formats.


Must be able to interface with all levels of employees, customers and vendors.


Must possess the occasional flexibility to work earlier hours, stay late or work an occasional weekend to complete tasks and projects


Must possess mental and physical capacities necessary to perform the job duties.



Working Conditions:
Work is performed primarily indoors. Lighting is artificial. Equipment used includes standard office equipment i.e. computer, laptop, telephone, fax machine and copier. Physical demands include sitting, repetitive use of either or both hands, walking, standing, bending over, reaching overhead, kneeling, pushing and pulling and lifting up to 25 lbs. Hours and days are primarily Monday through Friday with some weekends and early or after hours required.
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Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability or veteran status.

Prior administrative assistant or executive admin experience