Executive Administrative Assistant

Brief Description Executive Administrative Assistant Full-Time G&A Job Description On-site or hybrid Department Are you a detail-oriented, proactive professional with a strong drive for excellence? Do you thrive in an environment where your organizational skills and attention to detail can make a real impact? If so, join us as a Stemilt’s Executive Administrative Assistant. Stemilt is a vertically integrated company that brings wholesome and earth friendly tree fruit products to families around the world. We are the largest employer, and an important part of the Wenatchee Valley community; and we’re looking to become a leading employer, not just in our home valley but around Washington, and the world. If you are an open-minded, individual who wants to push the limits then Stemilt is for you. We are World Famous! Join us, you will love it here ??! As the Executive Administrative Assistant to the President at Stemilt, you will play a key role in supporting the President/CEO in being more effective, as well as assisting other executives, (i.e. Research & Development, Legal etc.). This position involves various responsibilities; from managing contracts to coordinating executive schedules, as well as, executing large company events among other things. Extreme confidentiality, strong attention to detail , proactive organization , promotion of the culture/image of Stemilt internally and externally. A service-oriented and self-leadership mindset a must. You will need to learn the tenancy and style of the President/CEO and emulate those qualities. President/CEO Assistant Responsibilities Daily Monitor the President/CEO’s calendar for scheduling conflicts or adjustments, proactively anticipating changes and resolving issues as soon as possible. Provide briefings and summaries of key issues ahead of meetings. Respond promptly to emails and ensure effective communication on behalf of the President/CEO. Manage sensitive company and personal information with a high level of confidentiality. Ensure NDAs or confidentiality agreements are in place when necessary. Track action items from meetings and follow up to ensure completion. Maintain an organized system for task delegation and progress tracking. Ensure President/CEO has access to necessary technology (laptops, conference software, etc.). Troubleshoot minor tech issues or coordinate with IT support. Manage bank deposits and related tasks as required. Coordinate use of conference rooms for meetings, including setting up and confirming room arrangements. Greet and brief the President/CEO’s appointments, ensuring they are informed of timing and any relevant details. Provide back-up assistance to the Business Support Specialist with helicopter scheduling and coordination. Weekly Confirm and notify family members of scheduled Family meetings. Coordinate virtual meetings, ensuring seamless communication and scheduling. Assist with coordinating helicopter flights for the busy season, including booking flights for sales teams and distributing videos to guests. Monthly Coordinate additional meetings (e.g., Grower, Genetics, R&D) as required. Process the President/CEO’s and senior executives’ Bank of America credit card statements, ensuring accuracy and timely submission. Proactively plan for upcoming vacations and ensure all responsibilities are covered during absences. Yearly Organize the annual Grower BBQ, coordinating all logistics including catering, transportation, and staffing for 350+ guests. Book flights and manage travel for President/ CEO and family members attending various domestic and international events. Coordinate private plane bookings, including passenger lists, weights, and travel arrangements. Collect W-9s and coding bills for submission to accounting Book car rentals when needed for trip Manage travel logistics for visitors, including booking flights, accommodations, and communicating with caterers or hosts. Assist at the TKM Golf tournament. Organize the logistics around the annual Strategy Team retreat, ensuring all meetings are properly set up and supported (e.g., snacks, room preparation, clean-up). Book travel accommodations and assist those without corporate credit cards for hotels, car rentals, and other logistical needs. Attend meetings, distribute materials, and follow up with participants and Board members to ensure smooth operations. Other duties may be assigned at the discretion of the President/CEO as needs arise. Other Responsibilities Contract Management: Maintain accurate records for contracts, tracking key dates such as renewals and other important events. Assist with the contract drafting process, including managing redlines from internal and external sources. Credit Card & Expense Management: Process Bank of America credit card statements, ensuring accuracy and timely submission. Invoice Processing: Process and track invoices, ensuring timely submission for payment. Billing & Expense Management: Monitor billing statements from external law firms and collaborate with the finance team to ensure proper expense tracking. Data Collection & Reporting: Assist with data entry and collection, as required. This includes supporting any future initiatives related to data tracking. Relationship Building: Develop and maintain positive working relationships with colleagues and external stakeholders, fostering a collaborative and supportive team culture. Reports to: President/CEO Assists: Other Vice Presidents Direct reports: None. Qualifications & Experience Bachelor’s Degree (Business Administration or Communication) and/or equivalent experience of minimum 4 years of office administrative experience is required. Experience in law or real estate preferred. Licensed Washington Notary a plus. Knowledge of the fruit industry a plus. Knowledge of intellectual property basics and management a plus. Required Skills Highly Organized: Ability to manage multiple tasks and prioritize effectively in a fast-paced environment. Proficient Computer Skills: Expertise in MS Office (Word, Outlook, Excel), SharePoint, and Teams. Advanced Excel skills required. Effective Communication Skills: Able to interact professionally with internal and external stakeholders. Confidentiality and Discretion: Ability to handle sensitive information with the utmost confidentiality and professionalism. Independent & Team-Oriented: Ability to work independently on delegated tasks while contributing to team efforts and supporting team goals. Adaptability: Able to adjust quickly to changing priorities and demands. Exceptional Customer Service: Professional, and approachable, with the ability to address and resolve concerns proactively. Travel Flexibility: Willingness and ability to travel occasionally to support company needs. What We Bring To Your Table A World Famous! Benefits package that includes: Medical/Dental/Vision insurance Short- and Long-term Disability insurance Flexible Spending Account (FSA) Life insurance Matched 401(k) Paid holidays Paid-Time-Off (PTO) Performance Incentive Plan An amazing opportunity to create new performance standards in two critical teams at Stemilt and develop your career.