Executive Assistant | Office Manager

  • Full-time

Company Description

Who We Are...

Based in sunny San Diego, Perfect Snacks is the company behind The Original Refrigerated Protein Bar. Offering a line of products that boast whole food ingredients and clean food credentials, Perfect Snacks is sold online and in more than 35,000 retailers nationwide. Now more than a decade since its inception, the brand has experienced rapid growth in the last few years, as consumers flock to the fridge for fresher options. Our success is attributed to the people behind the brand, who share in our family's mission: 'To nourish worldkind with a hug, good vibes and a delicious dose of fresh whole food nutrition. To us, that’s the recipe to make life a little more, well, perfect.'

Who Are We Looking For... 

The Executive Assistant | Office Manager provides administrative support to the Senior Leadership Team (SLT) on a daily and as needed basis. Will perform day to day business functions and management of complex tasks, communications, scheduling, and travel. The Executive Assistant | Office Manager will also provide support and office management to the team at Headquarters. This role is fast-paced, demanding, requires diligent attention to detail, impeccable time management skills, an innate ability to multi-task and strong communication and interpersonal skills. As this position is privy to highly sensitive information, the Executive Assistant | Office Manager must be discreet and confidential at all times.

Job Description

Executive Assistant:

• Maintain SLT calendars by planning and scheduling meetings, conferences, calls, and reminders when needed

• Travel Management - Create and execute all travel arrangements to include air, hotel, ground transportation and any other items dealing with travel – international and domestic. Troubleshoot and aid with travel changes and/or emergencies 

• Help facilitate all staff meetings and events with travel and meal coordination 

• Prioritize workloads for the CEO, maintaining focus on the best use of executive’s time

• Handle incoming and outgoing communications on executive’s behalf including phone calls, emails, social media, and any physical mail that may come through and scanning it to respective departments

• Prepare reports and materials for travel, customer visits, month end, meetings, events and conferences. Draft and prepare high-level reports and presentations in PowerPoint and other Microsoft Office products

• Interact and correspond with other executives and the Board of Directors on meeting agendas and scheduling maintaining confidentiality at all times

• Prepare and submit expense reimbursements for executives, ensuring all reimbursements are quickly processed and balanced on a weekly or monthly basis; depending on executives needs

• Accepts responsibility for the organizational goals by taking ownership of new and different duties and identifying new opportunities within the G&A Department

Office Manager:

• Manage the office; ensure all office, kitchen, and conference rooms are clean, stocked and identify reorder quantities

• Track and monitor expenses utilizing budget tracker

• Receive proper approval from Department VPs when hitting their departments office supplies budget

• Manage companywide meetings such as Town Halls, or any all staff meetings and events.  

• Assure the office is maintained and cleaned on a daily basis. Manage relationship with third party cleaning service ensuring they are cleaning office to contract terms

• Work with Property Management Company when facility issues arise

Qualifications

• 3+ years of experience executive level administrative support

• Excellent computer skills, including MS Word, Excel, Outlook and PowerPoint

• Tech savvy -- technology interests you and is a part of your everyday life

• Manages time effectively using work plans to prioritize competing and interdependent tasks and meet deadlines

• Forward thinking and the ability to meet aggressive deadlines and juggle multiple priorities

• Can be trusted to handle extremely confidential and sensitive information 

• Ability to discern between information to determine underlying issue, urgency of request and impact of information provided.

• Communicate (both written and verbal) in a professional and friendly manner with all levels of individuals; is considered a representative of the executives at all times.

• Ability to be entrepreneurial and methodical

• Results-oriented and process driven, with high expectations of self and team

• Collaborative mindset with strength in effectively receiving and communicating feedback

Additional Information

Compensation: $70-80k/ Year (DOE)
Bonus / Benefits / Vacation / 401k Eligible  

This is an in-office role, remote options are not available for this role.  

Got what it takes to join the Perfect Snacks family? We want to hear from you!

We will only consider candidates who provide a resume and answer the below questions:

1.    Why do you want to join the Perfect Snacks family/brand?
2.    What excites you about this role?
3.    Where are you located?

www.perfectsnacks.com