Executive Assistant

Position Summary The Executive Assistant provides high-level administrative and operational support to senior leadership at Vann Brothers - Davis Corporate Office . This role is critical in ensuring efficient day-to-day operations, supporting strategic initiatives, and maintaining professionalism across internal and external communications. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment with discretion and attention to detail. Key Responsibilities Executive Support Manage complex calendars, scheduling meetings, appointments, and travel arrangements Coordinate and prepare materials for meetings, presentations, and reports Serve as a liaison between executives and internal/external stakeholders Handle confidential information with a high level of discretion Communication & Coordination Draft, review, and manage correspondence (emails, memos, reports) Coordinate cross-functional communication between departments and locations Support planning and execution of company meetings, events, and initiatives Assist with internal communications and announcements Office & Operational Support Support daily operations of the Davis office, ensuring efficiency and organization Maintain office systems, supplies, and vendor relationships Assist with document management, filing systems, and recordkeeping Support onboarding logistics for new hires (workspace setup, coordination, materials) Project & Administrative Support Assist with special projects, research, and data tracking as needed Track deadlines, follow up on action items, and ensure completion of tasks Support reporting and presentation preparation for leadership meetings Provide backup support to HR, payroll, or finance administrative functions as needed Qualifications 3+ years of experience in an executive assistant or senior administrative role Strong organizational and time management skills Excellent written and verbal communication skills High level of professionalism and confidentiality Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) Experience with HRIS systems (e.g., Paycom) or ERP systems is a plus Ability to prioritize and manage multiple tasks independently Preferred Skills Experience supporting multiple executives or a growing organization Bilingual English/Spanish (preferred but not required) Strong problem-solving and decision-making abilities Experience in agriculture, manufacturing, or operations environments is a plus Work Environment Based in the Davis, CA office Occasional travel to other company locations (Williams, orchards, or plant sites) may be required Standard business hours with flexibility based on executive needs Why Join Us Be part of a growing, family-oriented agricultural organization Opportunity to work closely with executive leadership Play a key role in driving efficiency and organizational success