Executive Assistant & Corporate Communications Specialist

Job Type: Location Type: Not Specified

 

100% Onsite in Woodland, CA.

JOB SUMMARY:
The Executive Assistant plays a pivotal role in enhancing the operational efficiency, productivity, and strategic effectiveness of the Vice President and the Director of Research and Development. This position provides high-level administrative and communication support, enabling both executives to focus on key organizational priorities and decision-making. As a trusted partner, the Executive Assistant demonstrates exceptional autonomy, initiative, and a deep understanding of executive operations and cross-functional dynamics.

In addition to core administrative functions, this role collaborates closely with the Senior Manager of Corporate Administration to execute the internal communications framework. The Executive Assistant supports leadership messaging, ensures alignment across internal communication channels, and promotes strategic visibility and transparency. Through active participation in executive projects, stakeholder engagement,and communications governance, the Executive Assistant contributes to the advancement of both departmental and corporate objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative Support:
• Calendar Management: Proactively manage and optimize both leaders’ calendars by scheduling, organizing, and prioritizing meetings and events to align with organizational goals and strategic objectives.
• Communications: Serve as a central point of contact for both leaders’ communications, effectively managing, prioritizing, and responding to correspondence. Draft and review communications with a professional and prompt approach.
• Travel Arrangements: Coordinate comprehensive travel plans, including booking flights, accommodations, and ground transportation, ensuring seamless alignment with both leaders’ preferences. Prepare detailed itineraries and compile all necessary travel documentation.
• Task Prioritization: Enhance both leaders’ productivity by prioritizing tasks, managing deadlines, andproviding timely reminders for critical commitments and responsibilities.

Information Management:
• Meeting and Report Preparation: Coordinate all logistics for both leaders’ meetings, including preparing agendas, compiling materials, capturing detailed notes, and executing timely post-meeting follow-ups. Conduct research and gather information to ensure both leaders are well-prepared for discussions and decisions.
• Confidential Information Management: Handle sensitive information with the utmost confidentiality, managing and organizing documents and data to enhance both leaders’ operational efficiency.
• Financial Oversight: Collaborate with the finance team to monitor budgets and financial performance, providing both leaders with detailed analysis to support strategic decision-making. Manage CAPEX project reporting and ensure timely updates.
• Document Organization: Maintain and systematically organize both leaders’ functional files and information for seamless access and retrieval, supporting operational effectiveness.

Stakeholder Management:
• Japan and Board Relations: Assist the Senior Manager of Corporate Administration in preparing comprehensive materials for board meetings and shareholder communications.
• Relationship Management: Serve as a key liaison between the Vice President, the Director of Research and Development, and internal and external stakeholders. Foster positive relationships and assist both leaders in building a strong network across Sakata and with external partners to enhance collaboration and partnerships.

Specialized Responsibilities:
• Gatekeeping: Manage access to both leaders by efficiently handling meeting requests, prioritizing incoming communications, and ensuring their time is optimized for strategic priorities.
• Executive Presence: Act as a representative for both leaders, serving as a primary point of contact for stakeholders in their absence and maintaining a professional presence.
• Compliance: Keep both leaders informed of legal and compliance matters, ensuring they are well-briefed on regulatory requirements and organizational policies.
• Strategic Planning: Collaborate with both leaders on long-term planning, goal setting, and the development and execution of strategic initiatives to achieve organizational objectives.

Additional Support:
• Leadership Team Support: Provide dedicated support to both leaders’ functional leadership teams by facilitating efficient information exchange, maintaining and updating global reports, and managing functional calendars to ensure alignment with organizational priorities.
• KPI Reporting: Prepare and distribute monthly KPI reports to monitor and evaluate the activities and performance of the leaders’ functional leadership teams.
• Event Coordination: Plan, schedule, and coordinate events and meetings, ensuring all logistics, materials, and supplies are organized for seamless execution.
• Professional Development: Invest in personal and professional growth by participating in workshops, educational programs, and other learning opportunities to enhance expertise and value.
• Process Improvement: Collaborate with both leaders to identify and implement innovative administrative process improvements, leveraging technology to drive efficiency and effectiveness.
• Additional Duties: Take on additional responsibilities and contribute to special projects and initiatives as needed to support organizational success.

Corporate Communications Infrastructure Execution:
• Execute and sustain SAH’s internal communications framework in alignment with corporate objectives and global brand standards.
• Oversee the content calendar and coordinate updates across SnapNet, Teams, Town Halls, and internal email distributions.
• Ensure consistent tone and messaging across global and subsidiary platforms.
• Facilitate storytelling, milestone announcements, and strategic initiative updates to enhance leadership transparency.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:
• Confidentiality: Maintains the highest levels of discretion and confidentiality when handling sensitive information.
• Attention to Detail: Demonstrates exceptional attention to detail and ensures accuracy across all assigned tasks.
• Effective Communication: Demonstrates outstanding oral, written, and interpersonal communication skills with a strong command of business English, including spelling, punctuation, and grammar . Consistently presents a professional demeanor in all interactions.
• Writing and Editing: Proven experience in corporate communications or internal messaging roles; demonstrates the ability to craft clear, compelling internal messages and leadership communications tailored to diverse audiences.
• Technical Proficiency: Advanced expertise in Microsoft Office Suite; proficient in managing internal communication platforms such as Microsoft Teams, SnapNet (intranet), and enterprise-wide email distribution tools.
• Global Communications Alignment: Comfortable navigating global organizational structures and aligning messaging with international stakeholders and brand standards.
• Resilience: Thrives under pressure, managing high-stakes projects, tight deadlines, and strict performance expectations with professionalism and composure.
• Autonomy: Effectively prioritizes tasks and operates independently with self-motivation and high initiative.
• Efficiency: Excels in organizational and time management capabilities with a proactive, results-driven work ethic.
• Emotional Intelligence: Demonstrates maturity and emotional intelligence (EQ) by fostering collaboration, resolving conflicts, and building positive, culturally sensitive relationships with integrity and adaptability.
• Strong Interpersonal Skills: Skilled in building and sustaining professional relationships with management, colleagues, and external stakeholders across diverse backgrounds.
• Resourcefulness: Exhibits decisiveness, critical thinking, and innovative problem-solving capabilities.
• Analytical Expertise: Demonstrates strong business analysis skills, including data interpretation, KPI tracking, and the use of project management tools to support strategic goals.

EDUCATION/EXPERIENCE/BACKGROUND:
• Education: A Bachelor’s degree (BA or BS) in a related discipline is required.
• Administrative Experience: A minimum of 5 years of administrative support experience is required, showcasing strong organizational skills and the ability to handle complex tasks and competing priorities effectively.
• Industry Experience: Experience in a relevant sector, such as seed, ornamentals, or produce, is highly desirable.
• Language Proficiency: Proficiency in multiple languages, such as English and Japanese or English and Spanish, is preferred but not required.

WORKING CONDITIONS/PHYSICAL DEMANDS
• Must be able to sit for long periods.
• Must be able to work at a computer terminal for long periods.
• Must be able to travel periodically throughout the year.
• Must be able to work long and/or irregular hours.

This message is intended for the use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message.