Executive Assistant to CEO (5yrs exp req)

Executive Assistant for The California Cut Flower Commission and Certified American Grown

Job Description Summary

The California Cut Flower Commission (CCFC) is a state agency responsible for representing more than 225 cut flower and greens farmers in California, through marketing, education, research and governmental relations. We have offices in Sacramento and the Central Coast of California.

Acting in a timely and professional manner as Executive Assistant, the positions overall duties are to ensure day- to-day activities of the organization are prioritized, with the CEO, and all associated tasks are managed. The goal is to support and allow the CEO to focus on growing the organization.

Job Duties

• Report to the CEO daily
• Act as a point of contact for communications between CEO and any employees, the Board of Commissioners, all contractors; government offices and the public regarding project updates, proposals, programs and planning.
• Oversee daily operations in collaboration with CEO and staff, performing an array of administrative tasks from managing calendars, generating correspondence, maintaining electronic files, planning and coordinating events and meetings.
• Organize and prioritize critical issues and information for the CEO to facilitate efficient decision-making.
• Provides tracking and guidance to projects and programs.
• Provide direction and track results of all contractors.
• Categorize and track expenses you procure.
• Attend meetings and calls on the behalf of the CEO if he can’t attend.
• Take notes during meetings attended by CEO and create action items.
• Prepare internal and external documents including minutes, agendas, contracts, and correspondence.
• Provide Marketing Team content and assets required for monthly Email Newsletters and Blog Posts.
• Oversee CDFA regulated activities including FPPC Filer Management, board of commissioner elections and submission of the annual budget and concurrence reporting.
• Coordinate and manage travel itineraries for CEO and others as needed.
• Travel to events and meetings when requested.
• Prepare travel expense reports as needed.
• Co-Mange Events: Field to Vase Dinners, semi-annual board meetings, First Lady’s Luncheon, SAF Convention, PMA, Fun and Sun Convention and the DC Fly-In. Co-management duties include working with subcontractors and vendors, schedule and program design, menu development, collateral creation, budget tracking, preparation of meeting materials and on site management.
• Create systems and processes to streamline operations and communications.
• Maintain and facilitate various commission processes and legislated requirements.
• Develop and sustain a level of professionalism among team members and industry partners.
• Suggest more efficient ways to run the organization and troubleshoot problems.
• Uphold a strict level of confidentiality.

Skills & Qualifications

• 5 years proven work experience as an Executive Assistant
• Knowledge of general office procedures
• Solid experience with office management systems such as Basecamp, Google suite, Constant Contact, Event brite, Flickr and Apple computer programs
• Familiarity with online calendars and cloud systems
• Strong communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent analytical and organizational skills with an ability to think proactively and prioritize work
• Able to work independently and manage multiple projects simultaneously
• Bachelor’s Degree
• Floral Industry, Horticulture or Agricultural Industry knowledge is a plus

Salary & Benefits

• Annual salary of $60,000
• 12 paid days of vacation each year; to be accrued 1 day per month.
• Health insurance to be negotiated
• Telephone and internet expense reimbursement of $100/month

Contact David Pruitt, CEO

Job Type: Full-time

Salary: $60,000.00 /year

Experience:

• administrative assistant: 5 years (Preferred)
• Executive Assistant: 5 years (Required)

Education:

• Bachelor’s (Preferred)

Location:

• Sacramento, CA (Required)

Work authorization:

• United States (Required)

Additional Compensation:

• Other forms

Work Location:

• One location

Benefits:

• Health insurance
• Paid time off

Typical start time:

• 8AM

Typical end time:

• 5PM

This Company Describes Its Culture as:

• Detail-oriented — quality and precision-focused
• Stable — traditional, stable, strong processes

Schedule:

• Monday to Friday