Administrative Assistant, Finance

Ventura Foods; Irvine (CA); Remote; USD 76,000 - 96,000; Part time

Benefits offered by this job

Medical, Prescription, Dental & Vision

Profit sharing

401(k) matching

Paid vacation, sick time & holidays

Employee appreciation events

Employee assistance programs

Job summary

Ventura Foods in Irvine, CA is seeking an Administrative Assistant, Finance to provide direct support to the Finance leadership team and HQ. You will manage calendars, travel, data entry, and finance reporting in a fast-paced environment.

Responsibilities include creating finance reports, coordinating projects, onboarding staff, coordinating headquarters initiatives, and handling vendor payments via Coupa. Strong Excel and MS Office skills required.

Qualifications

• High School or GED required.
• 3+ years supporting executive leaders or performing financial data tasks.
• Associate degree (or equivalent) preferred.

Responsibilities

• Provide administrative support to Finance leadership and HQ.
• Manage calendars, travel coordination, and confidential tasks.
• Develop finance reporting packages and monitor performance.
• Onboard staff and support cross-functional HQ initiatives; assist with vendor payments.

Skills

Communication

Discretion

Detail-oriented

Proactive

Multitasking

Finance knowledge

Fast learner

Microsoft Office

Education

High School / GED

Associate degree preferred

Tools

Microsoft Office

Excel

Visio

Data Tracker

Corel Draw

Adobe

Coupa

Job description

Administrative Assistant, Finance

Location: Irvine, CA, US, 92618

Employment Type: Hourly
Work Arrangement:Remote

Position Summary:

Provide direct administrative support to the Finance leadership team and corporate headquarters. This role operates both independently and collaboratively, managing a broad range of executive support responsibilities, including calendar management, travel coordination, confidential assignments, data entry, and financial reporting. The Administrative Assistant must be a highly resourceful team member who thrives in a fast-paced environment, exercises sound judgment, attention to detail and consistently demonstrates professionalism, flexibility, initiative, and efficiency.

Major Duties and Responsibilities:

• Provide comprehensive support for key financial projects by conducting data entry, compiling reports, coordinating project timelines, and tracking action items to ensure successful execution.
• Develop and maintain finance reporting packages that monitor and communicate financial performance/results.
• Provide direct administrative support and office management to the Finance leadership team, their headquarter teams, and other executives as needed.
• Partner closely with other Administrative Assistants to support cross-functional initiatives and projects. Responsibilities may include employee onboarding and orientation, basic technology support, coordination of headquarters initiatives, and providing receptionist/front-desk coverage when needed.
• Organize and coordinate conferences, networking events, team meetings, training sessions, onboarding activities, and other departmental events. Responsibilities include agenda development, travel coordination, venue set-up, and management of supplies and equipment.
• Manage purchase requisitions and approvals through the Coupa system. Process and track invoices, including sponsorships, shipping expenses, and other vendor payments, ensuring timely and accurate processing.
• Provide additional support for ad hoc projects and responsibilities as assigned.

Education and Experience:

• High School/ GED is required.
• 3+ years of experience supporting executive-level leaders as an Administrative Assistant or performing financial data entry or data compiling responsibilities is required.
• Ability to travel up to 5%.
• Associate degree (or equivalent) in Business Administration or a related field is preferred.
• Prior experience in food service and/or manufacturing industry preferred.

Knowledge and Skills:

• Excellent oral and written communication.
• Ability to work discreetly with confidential information and situations
• Detail oriented.
• Proactive with excellent judgment.
• Able to multitask, prioritize, work on schedule and within deadlines.
• Basic finance knowledge and ability to compile data when direction is provided.
• Fast learner and motivation to learn new skills.
• Intermediate to advance knowledge of Microsoft Office software (i.e. Word, PowerPoint, Excel, Outlook), Data Tracker, Visio, Correl Draw and Adobe.
• Experience with basic financial understanding.

Why Join Us:

Ventura Foods innovates and manufactures food solutions for foodservice and retail businesses. We make exclusive products for the world's most iconic restaurants and retailers, we provideready-to-goproduct solutions for professional kitchens, and we make consumer brands everyone knows and loves. When you work for Ventura Foods, you get a strong foundation of training, a manager who cares about you and celebrates your success, a safe environment, and challenging work. As part of our team, your future is limited only by how much you’re willing to push yourself to get there. We invest in your growth because you invest in ours.

Ventura Foods offers career growth opportunities as well as competitive compensation and benefits:

• Medical, Prescription, Dental, & Vision – coverage beginning on your 1st day for eligible employees
• Profit Sharing and 401(k) matching (after eligible criteria is met)
• Paid Vacation, Sick Time, and Holidays
• Employee Appreciation Events and Employee Assistance Programs
• Salary Base Range of $75,981.00 -$96,134.85*

*The “base salary range” provided above is a good faith estimate of what we expect to pay for this position in the specified markets. Ventura Foods reserves the right to pay outside of the given range based on a variety of factors including but not limited to: candidate skills and experience, complexity of the job, budgetary factors, and location/geography. Ventura Foods conducts regular reviews of compensation ranges and therefore reserves the right to alter this range at any given time.

Diversity & Inclusion:

Our commitment to a diverse and inclusive environment in which all employees are treated with respect is evident in our company culture and values. We believe that fostering an environment of inclusion and a focus on diversity across our organization is vital to attracting top talent, driving innovation, and meeting the high expectations of our customers in a rapidly evolving global marketplace.

Ventura Foods is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

Ventura Foods may use Artificial Intelligence (AI) assisted tools at certain stages of our hiring process, including identifying & sourcing candidates, reviewing applications and matched candidates on job boards and websites, and generating screening questions to help us work more efficiently and consistently. We regularly review our tools to promote fairness and reduce the risk of bias. However, while these tools support our process, every hiring decision is made by a real person on our team. Applicants in the State of New York may request an alternative process by contacting us at [e-mail] .

Nearest Major Market:

Irvine California

Nearest Secondary Market:

Los Angeles