Corporate Administrative Assistant - Village Farms International : Job Details

Welcome to Village Farms International, Inc.

Driven by our respect for people and the planet, Village Farms is an organization that prides itself as a large-scale, Controlled Environment Agriculture-based, vertically integrated supplier for high-value, high-growth plant-based Consumer Packaged Goods (CPG) opportunities, with a strong foundation as a leading fresh produce supplier to grocery and large-format retailers throughout the US and Canada, and new high-growth opportunities in the cannabis and CBD categories in North America and selected markets internationally.

We are seeking a highly organized and efficient Administrative Assistant to support the Sr. Executive Assistant with the Corporate Executive Leadership Team (VP level and above) with administrative tasks including typing, filing, answering telephones, taking messages, making travel arrangements and other general office duties. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external and internal contacts at all levels of the organization.

This is an IN-OFFICE position, located in Lake Mary, FL.

PRIMARY FUNCTIONS

* Completes a broad variety of administrative tasks in support of the Sr. Executive Assistant for the Corporate Executive Team (CEO, CFO, EVP & VPs) including managing an extremely active calendar of appointments (EVP & CFO Only); complete/process expense reports for CEO/CFO approval; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

* Provides Gatekeeper and Gateway role creating win-win situations for direct access to the C-Suite's time and office.

* Prioritizes conflicting needs in support and tandem with Senior Executive Admin; handles matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

* Maintains office supplies, files and equipment in an orderly and professional manner for C-Suite.

* Appropriate business use of telephone and voicemail system to greet internal and external customers in a friendly and professional manner. Announces visitors and/or handles requests, as appropriate.

SUPPORTIVE FUNCTIONS

In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

* Assists the Senior Executive Admin and/or EA to COO with Board member needs, including travel arrangements, lodging, and meal planning as needed.

* Handles advance distribution of materials before meetings in electronic/paper format; Attend all required meetings and prepare/distribute meeting minutes.

* Opens incoming mail, dates, stamps and distributes accordingly. Sends outgoing mail, both inter-office and to external sources when acting as backup to Reception Desk.

OTHER DUTIES

Will be required to perform other duties as requested, directed or assigned. Regular attendance in conformance with the standards, which may be established by Village Farms International, Inc. from time to time, is essential to the successful performance of this position.

* Under guidance of Sr. Executive Assistant, assists in coordinating the agenda of senior management team meetings and off-site meetings.

* Assist with meeting coordination, create materials and presentations, research key topics, and provide ongoing support and follow up in project timelines.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

* Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with tremendous attention to detail, often utilizing calendar management tools.

* Very strong interpersonal skills and the ability to build relationships with stakeholders, including senior management as well as Board of Directors.

* Experienced level written and verbal communications skills.

* Experienced level skills with the Microsoft Office Suite of applications, in particular Outlook, PowerPoint, and Teams, and other relevant software.

* Demonstrated proactive approaches to problem-solving with strong decision-making capability.

* Emotional maturity.

* A highly resourceful team-player, with the ability to be extremely effective independently.

* Proven ability to handle confidential information with discretion, be adaptable to competing demands, and demonstrate the highest level of customer/client service and response.

QUALIFICATION STANDARDS:

EDUCATION

* Minimum Bachelor's degree required.

EXPERIENCE

* Minimum 3 - 5 years of previous experience supporting C-Level Executives.

LICENSES OR CERTIFICATES

* Notary, State of Florida.

BENEFITS

* Medical - both PPO and HSA options

* Dental

* Vision

* Company paid life insurance

* 401(k) with company match

* Paid time off

* Additional life insurance and supplementary benefits offered

NOTICE:

Upon employment, all employees are required to fully comply with Village Farms International, Inc. rules and regulations for the safe and efficient operation of our facilities. Employees who violate Company rules and regulations will be subjected to disciplinary action, up to and including termination of employment.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law, EOE/M/F/D/V.