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Executive Assistant/Project Coordinator

Salinas, CA

About Us

Sakata is committed to providing a workplace free of any and all kinds of discrimination. We are an equal opportunity employer and strive to promote a culturally diverse workforce. Thanks to our global and multicultural business environment, individuals can meet and work with people from all over the world.

Position Summary

Provides administrative services to the Director of Research and local managers. Serves as liaison for communications with senior staff, coordinates administrative support for project management, chairs certain task groups as assigned. Monitors and provides follow-up for key programs and initiatives of the Research department. Accountable for collection and collation of monthly reports. Responsible for general office services for branch facility.

Essential Duties/Responsibilities

  • Performs work of a highly confidential nature and coordinates administrative support for the Director of Research
  • Serves as liaison between the Director of Research, senior management, and direct reports.
  • Responsible for accounts payable preparation and record-keeping expenses incurred at Salinas facility or by Salinas facility personnel. Sets up new vendor accounts. Manages petty cash account. Performs special Finance projects as assigned.
  • Act as receptionist for office location. Answer phone, redirect calls as appropriate, and address the needs of visitors that come to the front door.
  • Takes independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as liaison between Salinas departments.
  • Arranges and maintains a reasonably smooth-flowing calendar for the Director of Research and ensures that the appropriate materials are available for meetings. Takes initiative to reschedule appointments when necessary.
  • Utilizes advanced computer application skills (i.e., word processing, spreadsheets, graphics, databases, email, etc.) in order to update and maintain systems and files necessary to support information requirements of assigned executive. Assists in the preparation of PowerPoint presentations.
  • Coordinates domestic and international travel, hotel, car arrangements and seminar/convention registration for the Director of Research (and other executives as required). Coordinates hotel arrangements for visiting staff personnel.
  • Responsible for the orderly establishment, maintenance and retrieval of filed information including electronic data.
  • Maintain inventory of office supplies and orders as needed. Coordinates vendor repair services.
  • Processes mail. Prepares packages for shipment. Tracks shipments and provides sender and recipient tracking numbers and shipment delivery date and time.
  • Coordinates the storage of company records. Prepares and maintains required departmental/location reports as directed by staff. Coordinates office functions and/or parties as assigned.

Experience

  • Minimum five years of experience required

Knowledge / Skills Required

  • Must have ability to communicate very effectively, orally and in writing. Must have thorough knowledge of business English, spelling and punctuation; and thorough knowledge of office practices, procedures and equipment.
  • Must have excellent computer application skills.
  • Must have ability to maintain a high level of accuracy and attention to detail in regards to all duties assigned. Must be able to perform a variety of secretarial assignments requiring a high level of confidentiality.
  • Must have ability to interface effectively with management, fellow employees and the general public. Must be culturally sensitive and able to interact with individuals from other cultural origins.
  • Must be a self-starter, able to work independently, possess a high level of initiative and ingenuity.
  • Must have ability to present a professional image at all times both in person and on the telephone.
  • Bilingual (English/Spanish) preferred but not required.

Education

  • BA/BS in business or related field desired.
::| Location: Salinas, California

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