Job Description
Job Description
Join the Heart of Our Executive Operations as our Administrative Assistant at Village Farms International
Are you a highly organized, proactive professional with a passion for supporting executive leadership? Village Farms International is seeking a dedicated Administrative Assistant to join our Corporate team. In this pivotal role, you’ll work closely with the Senior Executive Assistant to support our C-Suite leaders—including the CEO, CFO, and Executive Vice Presidents—by managing complex schedules, coordinating travel, handling confidential communications, and ensuring seamless day-to-day operations. This is an exciting opportunity to be part of a dynamic, fast-paced environment where your attention to detail, discretion, and interpersonal skills will make a meaningful impact.
Position Purpose
Supports the Sr. Executive Assistant with the Corporate Executive Leadership Team (VP level and above)with administrative tasks including typing, filing, answering telephones, taking messages, making travel arrangements and other general office duties. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external and internal contacts at all levels of the organization.
ESSENTIAL FUNCTIONS
- Completes a broad variety of administrative tasks in support of the Sr. Executive Assistant for the Corporate Executive Team (CEO, CFO, EVP & VPs) including managing an extremely active calendar of appointments (EVP & CFO Only); complete/process expense reports for CEO/CFO approval; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Provides “Gatekeeper” and “Gateway” role creating win-win situations for direct access to the C-Suite’s time and office.
- Prioritizes conflicting needs in support and tandem with Senior Executive Admin; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
- Maintains office supplies, files and equipment in an orderly and professional manner for C-Suite.
- Appropriate business use of telephone and voicemail system to greet internal and external customers in a friendly and professional manner. Announces visitors and/or handles requests, as appropriate.
SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.
- Assists the Senior Executive Admin and/or EA to COO with Board member needs, including travel arrangements, lodging, and meal planning as needed.
- Handles advance distribution of materials before meetings in electronic/paper format; Attend all required meetings and prepare/distribute meeting minutes.
- Performs coordinator function with headquarters’ facility needs/operations, i.e., scheduling vendors, contractors, repairs, maintenance, assist with HQ’s onsite events, etc. as well as backup to the Reception Desk.
OTHER DUTIES
Will be required to perform other duties as requested, directed or assigned. Regular attendance in conformance with the standards, which may be established by Village Farms International, Inc. from time to time, is essential to the successful performance of this position.
- Under guidance of Sr. Executive Assistant, assists in coordinating the agenda of senior management team meetings and off-site meetings.
- Assist with meeting coordination, create materials and presentations, research key topics, and provide ongoing support and follow up in project timelines.
SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
- High proficiencies in appropriate technologies and hardware: Microsoft Office Suite, calendar management tools, as well as other relevant software (DocuSign).
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with tremendous attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including senior management as well as Board of Directors.
- Experienced level written and verbal communications skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- A highly resourceful team-player, with the ability to be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to competing demands, and demonstrate the highest level of customer/client service and response.
QUALIFICATION STANDARDS:
EDUCATION
- Minimum Bachelor’s degree required.
EXPERIENCE
- Minimum 3 - 5 years of previous experience supporting C-Level Executives.
LICENSES OR CERTIFICATES
- Notary, State of Florida.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.