Executive Assistant

Location:

On-site at Field Fresh Foods About Us At Field Fresh Foods, we are passionate about delivering the freshest, highest-quality produce to our customers. As a trusted industry leader, we specialize in providing customized fresh food solutions to restaurants, retailers, and food service providers. Our commitment to quality, innovation, service, and sustainability drives everything we do. We believe in fostering a collaborative, dynamic, and growth-oriented work environment where employees are empowered to take ownership of their roles and make a real impact. At Field Fresh Foods, you won't just have a job, you'll build a fulfilling career with opportunities for advancement, professional development, and a supportive team that values your contributions. Job Summary We are seeking a highly organized, trustworthy, and proactive Executive Assistant to the President to provide executive-level administrative support while helping oversee front desk operations, sales communications, marketing support, and accounting-related administrative processes. This role requires maximum confidentiality, professionalism, strong organizational skills, and the ability to manage multiple priorities across departments. The ideal candidate is detail-oriented, polished, and resourceful, with the ability to represent the President when needed and ensure smooth day-to-day office operations. This position is ideal for someone who can balance executive support, communication, project coordination, marketing-related tasks, and administrative follow-through with accuracy and discretion. This role will work closely with the President and internal teams to support company communication, customer interactions, promotional initiatives, meetings, reports, travel coordination, and key administrative processes. What You'll Do Executive Support to the President Maintain maximum confidentiality with all information, documents, conversations, and business matters Represent the President professionally when the President is unavailable Manage and prioritize the President's calendar, meetings, appointments, and follow-ups Coordinate special projects and ensure deadlines, updates, and action items are tracked Prepare presentations, PowerPoints, reports, research, and executive communications as directed Book and coordinate travel arrangements, including flights, hotels, restaurant reservations, transportation, and appointments Develop weekly company communications, including videos, written updates, announcements, and social media content Send follow-up emails after meetings, calls, and key discussions Assist with confidential documents, executive correspondence, and internal communication planning Marketing & Sales Communications Support Assist with creating and organizing marketing materials, promotional content, and customer-facing presentations Support internal and external communication efforts, including staff updates, social media posts, written announcements, and promotional messaging Coordinate sales call appointments and help track monthly sales communication reports Assist with planning and coordination for conventions, trade shows, promotional events, and customer visits Plan and coordinate promotional trips, including scheduling, travel details, materials, and follow-up items Prepare promotional materials, samples, packets, and presentation resources as needed Communicate with customers, suppliers, and internal teams as directed by the President Support brand consistency and professional communication across written, digital, and presentation materials Accounting Administrative Support Organize and track POD batches daily Maintain the Invoice Hold List and assist with invoice follow-up Balance invoices and help ensure records are accurate and complete Consolidate transaction reports and QuickBooks reports as needed Scan and convert documents to PDFs File documents both digitally and physically Support accounting-related administrative tasks with accuracy and confidentiality Front Desk Support Screen calls and direct inquiries professionally and efficiently Greet and escort customers, vendors, visitors, and guests in a professional manner Coordinate setup and breakdown for weekly meetings and company events Order and maintain office supplies and support general office needs Ship parcels and documents through FedEx, UPS, and USPS Scan, organize, and maintain documents in digital and physical filing systems Maintain office organization and support document control processes Assist with plant tour coordination when needed What You Bring to the Table ✅

Education:

High school diploma or equivalent required; Associate's or Bachelor's degree preferred ✅

Experience:

3+ years of experience as an Executive Assistant, Administrative Assistant, Office Coordinator, or similar role supporting senior leadership ✅

Confidentiality & Professionalism:

Ability to handle sensitive information with complete discretion ✅

Executive Support Skills:

Experience managing calendars, travel, meetings, correspondence, and follow-up items for leadership ✅

Marketing & Communication Skills:

Ability to assist with presentations, social media updates, written communications, promotional materials, and company announcements ✅

Organizational Skills:

Ability to manage multiple priorities, track deadlines, coordinate projects, and maintain accurate records ✅

Tech-Savvy:

Proficiency in Gmail, Google Workspace (Docs, Sheets, Slides, Drive, Calendar), PowerPoint, and QuickBooks ✅

Accounting Support Skills:

Experience with invoices, reports, document scanning, filing, and basic accounting administration preferred ✅

Customer Service Skills:

Ability to professionally greet visitors, communicate with customers and suppliers, and represent the company well ✅

Problem-Solving Mindset:

Ability to anticipate needs, take initiative, and resolve issues efficiently ✅

Bilingual:

Fluent in Spanish and English (Preferred) Why Join Field Fresh Foods? We know that great employees are the foundation of our success, and we're committed to providing a rewarding and supportive work environment. Here's what we offer: Competitive pay with performance-based incentives Comprehensive health benefits (Medical, Dental, and Vision) 401(k) Employee discounts on fresh products On-Demand Pay Opportunities for career advancement and professional development