Administrative Assistant, Finance

Ventura Foods; United States; Remote; USD 52,000 - 72,000; Full time

Job summary

Ventura Foods is seeking an Administrative Assistant, Finance to provide direct administrative support to the Finance leadership team and corporate headquarters. The ideal candidate will manage executive calendars, handle confidential tasks, and support data entry and financial reporting activities in a fast-paced environment.

Required is a High School Diploma or GED with 3+ years of experience, plus strong communication and organizational skills.

Qualifications

• Minimum 3+ years supporting executive leaders in an Administrative Assistant role or handling financial data entry and reporting.
• Experience with finance data compilation and reporting processes preferred.
• Travel up to 5% is possible.

Responsibilities

• Provide administrative support to the Finance leadership team and corporate headquarters.
• Support financial projects through data entry, report preparation, project tracking, and coordination of timelines.
• Develop and maintain finance reporting packages to monitor and communicate financial performance.
• Compile financial data and assist with reporting activities.
• Manage executive calendars, travel coordination, meetings, and confidential assignments.
• Prepare agendas, arrange logistics, and manage required supplies and equipment.
• Process purchase requisitions and approvals through the Coupa system.
• Track invoices, vendor payments, sponsorship expenses, and shipping-related costs.
• Collaborate with administrative teams to support cross-functional projects and company initiatives.

Skills

Strong communication

Organizational skills

Multitasking & deadline focus

Executive support experience

Financial data entry experience

Education

High School Diploma or GED

Associate Degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Ventura Foods is seeking a highly organized and detail-oriented Administrative Assistant, Finance to provide direct administrative support to the Finance leadership team and corporate headquarters. The ideal candidate should have strong administrative, communication, and organizational skills with the ability to manage executive support tasks, financial reporting activities, data entry, and confidential assignments in a fast-paced environment. This role requires professionalism, flexibility, strong attention to detail, and the ability to coordinate multiple projects while supporting finance operations and business initiatives.

Key Responsibilities

• Provide administrative support to the Finance leadership team and corporate headquarters.
• Support financial projects through data entry, report preparation, project tracking, and coordination of timelines.
• Develop and maintain finance reporting packages to monitor and communicate financial performance.
• Compile financial data and assist with reporting activities.
• Manage executive calendars, travel coordination, meetings, and confidential assignments.
• Coordinate conferences, training sessions, networking events, onboarding activities, and departmental meetings.
• Prepare agendas, arrange logistics, and manage required supplies and equipment.
• Process purchase requisitions and approvals through the Coupa system.
• Track invoices, vendor payments, sponsorship expenses, and shipping-related costs.
• Collaborate with administrative teams to support cross-functional projects and company initiatives.

Requirements

• High School Diploma or GED is required.
• 3+ years of experience supporting executive-level leaders as an Administrative Assistant or handling financial data entry and reporting responsibilities.
• Ability to travel up to 5%.
• Associate Degree in Business Administration or related field is preferred.
• Experience in food service or manufacturing industries is preferred.
• Strong communication skills, both written and verbal.
• Ability to handle confidential information professionally.
• Strong organizational skills with the ability to multitask and meet deadlines.
• Experience with:
  • Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
  • Financial data compilation and reporting.
  • Administrative coordination and executive support.
• Strong knowledge of:
  • Basic finance concepts and financial reporting processes.
  • Office management and project coordination.
  • Data tracking and document management.

High School Diploma/GED Required; Associate Degree in Business Administration or Related Field Preferred