Harbor Wholesale Foods Hiring for Executive Assistant Full Time

Executive Assistant to the President

The position of Executive Assistant at Harbor Wholesale requires substantial understanding of the basic company organization, relationships, and team member roles and responsibilities, as this position will work closely across all departments and operating companies, as well as external professionals.

Harbor Wholesale is a $1B+ company with multiple offices in the West with a dynamic, fluid, fast-paced and highly entrepreneurial environment. The Executive Assistant must work successfully in a team environment, building effective working relationships, while keeping abreast of general business objectives, policies, standards, services, facilities, procedures, events, corporate communication and related information to maintain a comprehensive awareness of the organization. As a representative of the President, the Executive Assistant must naturally live by and reflect our company core values of being Genuine, Motivated, Resourceful, and Friendly.

This position requires superior diligence to details, strong organizational skills, and the ability to calmly juggle multiple critical requests while meeting deadlines each day. A high level of integrity and discretion is needed as the Executive Assistant will routinely be exposed to and handle confidential or sensitive information. The EA position also requires a strong sense of professionalism under pressure, and the ability to react with appropriate urgency to situations that require a quick turnaround.

Compensation range $65,500-75K DOE

Benefits Summary: Benefits for Harbor Team Members include PTO, paid holidays, medical, dental, vision, and life insurance, 401(k) retirement plan with a generous employer match

Essential Job Functions:

• 3-5 years consistent and direct experience supporting a manager or executive preferably in a large corporate or high-volume setting.
• Intermediate or higher MS Office Suite inclusive of Excel and PowerPoint and other essential d/base skills as needed.
• A high degree of proficiency with business materials, writing and proofing emails and all documentation from the President’s office also includes digital and electronic media and professional etiquette reflective of the President.
• Organize, prioritize, and manage time-sensitive or confidential information to ensure required action is addressed in a timely manner
• Collaborate closely with the President, Executive team, and other leadership to ensure the transfer or acquisition of information.
• Produce communication pieces on behalf of the President and other Executives.
• Communicate information to key internal and external stakeholders, customers, community representatives, owners, board members, and vendors on behalf of the President.
• Prepare s, presentations and information for the President as requested.
• Function as liaison for the President with key company committees, projects, and initiatives.
• Coordinate and calendar meetings, prepare appropriate materials, take meeting notes, and administer follow-up on action items as needed.
• Manage, coordinate, or assist with meetings, retreats, and events, and at times in collaboration with the (other) Harbor Foods Executive Assistant to the CEO.
• Manage travel for the President to include booking flights, hotels, rental cars, meal reservations, and other related needs.
• Timely manage the President’s calendar by scheduling and adjusting meetings on a regular basis.
• Manage the President’s expenses, process credit card statements, and invoices
• Assist as necessary with the President’s participation on external Boards and Associations.
• Source, procure, and distribute gifts or cards, for individuals receiving recognition from the President or other executives, and at times in coordination with the Harbor Foods Executive Assistant to the CEO.
• Assist the President with minimal personal assignments, such as vehicle maintenance appointments, scheduling private appointments, and other minor activities from time to time.
• Coordinate, collaborate, and work in tandem with the Harbor Foods Executive Assistant.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• High level of integrity, trust, and discretion to handle confidential information and work with professionals inside and outside the company.
• Infallible integrity and ethical standards across all levels of the organization.
• Advanced written communication with a high degree of proficiency with almost passionate attention to detail in representing the office of the President.
• Professional verbal communication and interpersonal skills.
• Ability to participate in and facilitate group meetings effectively with a variety of groups internally and externally.
• Operate in a fast-paced environment and handle pressure well.
• Self-motivated and a quick learner of new systems and skills.
• Highly collaborative, proactive, enthusiastic, can-do attitude.
• Ability to prioritize and handle multiple assignments at any given time and maintain deadlines.
• Must be able to use digital communication and presentation tools for conference calls and meetings virtual, onsite and hybrid, and recognize proper etiquette and response times.
• Must have strong decision-making ability encompassing the ability to work independently, frequently without direct instruction or supervision.
• Ability to work well with all levels of team members to foster a respectful, professional, and fun work environment.
• Have a flexible mindset and ability to adapt thoughts and routines to accommodate best overall results.
• Be comfortable with ambiguity at times and be able to make good autonomous decisions.
• Work most days at our Lacey Headquarters and be flexible with work hours and length of time occasionally.
• Travel at times for company or industry events, site visits, and meetings.

Education and Experience:

• Bachelor’s or professional equivalency degree preferred.
• 3-5+ years recent and direct experience providing support to senior leadership and experience with administrative and personal duties in a corporate and high-profile environment.
• Proficient with MS Office products at an intermediate or highly proficient level.
• Writing and document management ability will be highly prized.
• Ability to work efficiently within other business systems to gather information or generate s with some emphasis on mobile technologies as needed.
• Experience with distribution and/or food & beverage businesses a plus.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.