Admin Exec Assistant

Paycom - ATS; Ventura (CA); On-site; USD 73,000 - 78,000; Full time

Benefits offered by this job

Bonus opportunity

Medical Insurance

Dental Insurance

Vision Insurance

401(k)

Paid time off

Company holidays

Job summary

Ventura Coastal, LLC is seeking an Administrative Executive Assistant to directly support our senior leadership, including CEO, CFO, CHRO, and VP of Sales & Planning. This onsite role requires impeccable judgment, discretion, and the ability to manage multiple priorities in a fast-paced corporate office.

You will maintain executive calendars, coordinate travel, prepare expense reports and materials, draft communications, take minutes, and keep confidential files.

Qualifications

• Associate degree required; bachelor’s degree preferred.
• 4+ years of administrative or executive support experience.
• Advanced proficiency with Outlook, Excel, Word, and PowerPoint.
• Experience with large-scale ERP or business applications.
• Excellent written and verbal communication.
• Strong organizational and prioritization skills.

Responsibilities

• Provide administrative support to senior leadership and manage calendars.
• Coordinate travel, itineraries, and expenses.
• Prepare presentations, reports, and executive materials.
• Take notes, minutes, and track action items.
• Maintain confidential files and records.
• Assist with special projects and cross-department support.

Skills

Executive support

Calendar management

Communication skills

Discretion

Project coordination

Time management

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Outlook

Excel

Word

PowerPoint

ERP systems

Job description

Executive Administrative Assistant - Ventura Coastal, LLC | Ventura California (Onsite Position)Ventura Coastal, LLC is seeking a highly organized, professional, and resourceful Administrative Executive Assistant to provide direct support to our senior leadership team, including the CEO, CFO, CHRO, and VP of Sales and Planning.This is a highly visible role that requires exceptional judgment, discretion, communication skills, and the ability to successfully manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, detail-oriented, comfortable working with confidential and sensitive information, and able to anticipate needs and keep projects and priorities moving forward.What You’ll DoAs the Administrative Executive Assistant, you will serve as a key administrative partner to senior leadership and help support the effective operation of our corporate office. Responsibilities include:Provide administrative and organizational support to the senior leadership team.Manage executive calendars, appointments, meetings, and scheduling priorities.Coordinate business travel, itineraries, and related arrangements.Prepare, reconcile, and submit executive expense reports.Draft, review, and distribute professional correspondence and communications on behalf of senior leadership.Prepare presentations, reports, research, financial information, and other executive-level materials.Track delegated projects and action items, follow up on deadlines, and help ensure priorities remain on schedule.Coordinate meetings, prepare materials, take meeting notes and minutes, and follow up on action items.Screen and appropriately direct telephone calls, visitors, correspondence, and incoming requests.Maintain confidential executive, corporate, and contract files and archives.Manage fruit pricing files, archives, and related announcements, including monthly fruit pricing communications.Coordinate and maintain corporate contract files in partnership with corporate counsel.Coordinate corporate meetings, events, and social activities.Manage corporate office supplies and administrative needs.Welcome customers, vendors, employees, and visitors while representing Ventura Coastal with professionalism.Assist senior leadership with special projects and provide administrative support to other departments as needed.Follow all company safety, food safety, quality, and personal hygiene requirements.What We’re Looking ForWe are looking for someone who combines strong administrative experience with sound judgment and a high level of professionalism.Qualifications include:Associate degree required; bachelor’s degree preferred.Four (4) or more years of progressively responsible administrative or executive support experience.Advanced proficiency with Microsoft Outlook, Excel, Word, and PowerPoint.Experience working with large-scale ERP or business applications.Excellent written and verbal communication skills.Strong organizational, time-management, and prioritization skills.Ability to successfully manage multiple assignments and competing deadlines.Strong problem-solving and critical-thinking skills.Ability to work independently, take initiative, and anticipate needs.Exceptional interpersonal skills and the ability to build productive working relationships at all levels of an organization.Demonstrated ability to handle confidential and sensitive information with tact and discretion.High standards of honesty, integrity, punctuality, reliability, and professionalism.A collaborative, team-oriented approach with a positive, resourceful, can-do attitude.Physical RequirementsThis position requires the ability to work effectively under changing priorities and deadlines. Regular activities include sitting, standing, and walking, with minimal climbing, lifting, and bending.What We OfferCompetitive salary of $73,000 - $78,000, depending on experience.Performance bonus opportunity.Comprehensive benefits package, including medical, dental, vision, 401(k), paid time off, and company holidays.Opportunity to work alongside Finance, HR, and Operations leadership.A collaborative, values-driven culture focused on continuous improvement and employee development.Location: Ventura, CaliforniaWhy Ventura Coastal?At Ventura Coastal, this position offers the opportunity to work closely with senior leadership and play an important role in keeping executive priorities, communications, projects, and corporate activities organized and moving forward.We are looking for someone who takes pride in being the person others can rely on—someone who sees what needs to be done, takes initiative, protects confidential information, and represents the organization with professionalism.If you are an experienced administrative professional who thrives in a fast-paced environment and enjoys supporting leaders and teams, we encourage you to apply.Ventura Coastal, LLC is an Equal Opportunity Employer.