Executive Assistant

Headquartered in Modesto, CA, G3 Enterprises has been supplying the wine and spirits industry for over 50 years. As a single source packaging solution, its products and services include labels, stock and custom closures, warehousing, transportation, bottle etching, and mobile bottling.

SUMMARY
Performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skills and knowledge of policies and practices in support for the Senior Executive.

ESSENTIAL FUNCTIONS

• Drafts letters, memos and other correspondence from handwritten or dictation notes. Drafts correspondence for as business needs direct.
• Prepares simple to complex graphs from data that is made available, or gathers raw data as directed.
• Provides project support to the Logistics Division management team.
• Defines and generates project timelines and facilitates completion of initiatives within agreed upon timeframes.
• Prepares simple to complex presentations from rough outline using MS PowerPoint.
• Maintains complex business and personal calendars in support of the Senior Executive using MS Outlook.
• Establishes and maintains office and personnel files to ensure immediate retrieval upon request.
• Maintains company Management Board on monthly basis.
• Maintains General Manager’s monthly 1x1 meeting files, sets up meetings with Direct Reports and departments as directed.
• Coordinates and prepares for meetings.
• Plans and coordinates business events.
• Prepares expense reports.
• Communicates with Senior Executive staff regarding assignment requests, appointments, follow-ups, vacations/sick leave, etc.
• Plans and arranges travel as directed.
• Keeps attendance records.
• Greets visitors, opens and distributes mail, answers phone and takes messages.
• Exercises discretion when dealing with confidential information.
• Maintains satisfactory attendance, to include timeliness.
• Responsible for understanding and complying with applicable quality, environmental and safety regulatory considerations.
• This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS

• High school diploma or State-issued equivalency certificate plus 5 years of administrative experience reflecting increasing levels of responsibility.
• Discretion required in dealing with confidential information.
• Skilled in the use of MS Word, Excel, PowerPoint, Project and Outlook at an intermediate level.
• Skilled in reading, comprehending, interpreting and executing simple instructions, short correspondence and memos.
• Skilled in writing simple correspondence.
• Skilled in adding, subtracting, multiplying and dividing using whole numbers.
• Skilled in typing 65 WPM.
• Required to work overtime when needed.

PREFERRED QUALIFICATIONS

• 8 years of administrative experience reflecting increasing levels of responsibility.
• Experience at the Executive Assistant level.
• Skilled in speedwriting or shorthand.
• Bookkeeping experience.
• Uses sound judgment in making independent decisions required in performing duties.
• Operates a personal computer using advanced functions of various software programs in performing assignments and tasks.
• Knowledge of standard office practices and procedures, to include skill in composing and formatting correspondence, business proposals and presentations.
• Strong verbal, organizational and interpersonal skills.
• Excellent telephone skills.
• Skilled in organizing and prioritizing work in order to meet deadlines.
• Skilled in working dependently and exercise sound judgment in making independent decisions.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle or feel and talk or hear.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.

EEO/AA M/F/Vet/Disability

Job Type: Full-time

Work Location: Multiple Locations