Administrative Assistant, Finance

Summary

Ventura Foods is a food solutions manufacturer serving foodservice and retail businesses. The Administrative Assistant, Finance provides direct administrative and office support to the Finance leadership team, including calendar and travel coordination, financial data entry and reporting, project tracking, event organization, invoice processing, and ad hoc administrative support.

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

Skills

• 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
• 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
• Associate degree (or equivalent) in Business Administration or a related field is preferred
• Prior experience in food service and/or manufacturing industry preferred

Qualifications

Must Haves

• 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
• 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

Nice to Haves

• Associate degree (or equivalent) in Business Administration or a related field is preferred
• Prior experience in food service and/or manufacturing industry preferred

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
• Remote work arrangement
• Strong foundation of training
• A manager who cares about you and celebrates your success
• A safe environment
• Challenging work
• Career growth opportunities