Job Description

You spend more than half of your waking hours working. Make these precious, fleeting moments matter by working for an organization and a cause you can believe in. Western Growers exists for one reason only: to ensure the future viability of its members – the hard-working, salt-of-the-earth farmers who grow the fruits, vegetables and tree nuts that feed our nation and nourish our bodies. Our members depend on us to help them remain competitive and profitable as they face challenges that make it increasingly difficult and expensive to do business. Our goal is to fight for them– heart and soul –every single day. We passionately advocate, facilitate technological advancements and provide insurance for our members. We do all of this, and more, from a position of leadership in the agriculture industry. This mission requires a team of intelligent, inquisitive and innovative individuals connected for our common purpose. The core company philosophy that strengthens our mission is that everything starts with people. Every employee of the organization has access to research-based training to encourage and support Outward Inclusion philosophy and our DEI initiatives. As an element of this training, employees are encouraged to recognize that there isn’t a work life and a home life, there is one life. This recognition throughout the organization emphasizes the value of finding a healthy and happy balance in every employee’s life. One way that is realized for employees of Western Growers is flexible work arrangements with work-from-home, in-office or hybrid options. At Western Growers, we recognize and welcome the many qualities you can bring to the team. Grow with us. Compensation: $70,304.00 - $80, 234.24 Annually with a rich benefits package that includes profit-sharing. Location: Hybrid (3-4 days per week) in Irvine, CA office. A high-level position that provides executive administrative support for the Chief Operating Officer of a multiple employer welfare arrangement (MEWA) health plan and its affiliated business lines.The Executive Assistant will consistently interface with the Chief Operating Officer’s direct reports. This position serves as the first point of contact for the Executive on matters relating to the administration of various operational areas including assistance in managing incoming inquiries including scheduling, email filtering, time management, the management of projects and initiatives, and associated executive administrative duties ensuring all internal and external customers’ needs are met. This position will liaise and maintain strong, effective communication with external and internal members and various organizations.

Qualifications

• Bachelor's degree (BA/BS) in business, communications, or a related field and/or a minimum of six (6) to eight (8) year's experience in executive-level administration in a mid to large-sized operation preferred.Prior experience in the health benefits arena is highly desired.
• Exceptional written and verbal communication skills.
• Strong ability to multitask, prioritize (equally competing demands), organize resources, set expectations, and meet deadlines under pressure.
• Advanced computer literacy, including MS Office Suite.
• Highly skilled at responding to requests expeditiously throughout the day, as required.
• Certification(s) in project management or equivalent work experience, preferred.
• Demonstrated ability to maintain and monitor projects, work hours, budgets, and expenditures.
• Ability to problem-solve, perform quantitative and qualitative research and possess quality analytical skills.
• Experienced in thinking critically, self-starting projects/tasks, and working independently in a cross-functional team environment.

Duties And Responsibilities

Administrative

• Manage the Executive’s complex calendaring and e-mail needs. This requires scheduling meetings, preparing the necessary meeting agendas, materials and minutes as well as coordinating with internal and external clients.
• Maintain contact information on behalf of Executive including Board of Trustees and Executive Committee members.
• Ensure all meeting materials, presentations and any pertinent information are submitted to Executive in advance of meetings for his review and comment.
• Draft, formulate, and enhance communications on behalf of the Chief Operating Officer.
• Prepare Executives expense report for their review and approval as well as reviews expenses of direct reports.
• Create ad-hoc reports for Executive and department management as needed.
• Assist Executive, his direct management reports and line staff in the documentation of programs and processes.
• Support company request for proposals (RFP) for perspective company bids. This includes locating new potential vendors to streamline company processes.
• Manage, prepare and reconcile expense reports for submission to accounting using the Commercial Expense Reporting (CCER) online system and check requests.
• Order supplies for the department ensuring conference room(s) are clean and stocked with the necessary food and beverages for both internal and external customers.

Event Coordination & Support

• Coordinate, plan and execute two (2) or three (3) WGAT Board of Trustees meetings per fiscal year, including presentation development.
• Assist with the presentation development of four (4) Executive Committee meetings a fiscal year.
• Coordinate, plan and execute two (2) to three (3) divisional meetings (WG Health and PCMI employee meetings) a fiscal year, including presentation development.
• Assist in the planning and execution of Strategic Planning Meetings.
• Assists in the coordination of industry-related events and helps identify opportunities to promote the company’s brand and presence in the market
• Record, review, and maintain Board meeting minutes.

Project Facilitation & Reporting

• Using the latest technology related to Artificial Intelligence (AI) software apply new knowledge to the job.
• Process Information by compiling, categorizing, and verifying information or data pertinent to the Executive.
• Document and record information by entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Participate in project teams to assist in the development, management, and implementation of company initiatives.
• Manage projects including planning, execution, status reporting and risk management
• Coordinate internal and external resource meetings to develop project scopes, objectives, feasibility and timelines.
• Track progress and review project tasks to make certain milestones are being met appropriately.
• Support in the creation of documentation, templates and reports.
• Analyze data to address operational challenges.
• Provide regular project status reports to management and report any schedule variances.

Other

• Utilize all capabilities to satisfy one mission — to enhance the competitiveness and profitability of our members. Do everything possible to help members succeed by being curious and striving to understand what others are trying to achieve, planning and executing work in a helpful and collaborative manner, being willing to adjust efforts to ensure that work and attitude are helpful to others, being self-accountable, creating positive impact, and being diligent in delivering results.
• All other duties as assigned.

Physical Demands/Work Environment

The physical demands and work environment described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. 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 regularly required to communicate with others. The employee frequently is required to travel to both indoor and outdoor areas that can vary in exposure and temperature. The employee is frequently required to operate a motor vehicle, use objects, tools, or controls, and/or required to lift up to 50lbs. The noise level in the work environment is usually moderate.