Administrative Specialist

Location: Modesto, CA, US, 95354

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Date: Oct 18, 2024

Company: E. & J. Gallo

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Why Gallo?

With a global portfolio of over 100 unique wine and spirits brands, we are the largest family-owned winery in the world. Apply Today! Our Brands. Your Future.

Are you a detail-oriented, organized, and multi-tasking professional with a knack for providing top-tier administrative support? We are seeking an Executive Assistant to join our team, where you will exercise confidentiality, tact, and diplomacy to support top management and the overall business unit or functional area. Under minimal supervision, you will prioritize and manage leadership’s time by screening emails, calls, and meeting invitations, ensuring that our executives are always well-prepared and efficient.

Your responsibilities will include acting as a gatekeeper by screening incoming calls, meeting invites, and correspondence, responding independently on the leader’s behalf when necessary. You will proactively arrange calendars, meetings, and travel itineraries, and coordinate related arrangements. Managing phone and electronic communications, receiving and directing department visitors, and providing logistics coordination for visiting external contacts are all part of your daily tasks.

You will prepare confidential and complex written correspondence, communications, presentations, reports, and other documents. Additionally, you will prepare agendas, notices, minutes, and action items for meetings as requested. You will handle ordering and maintaining supplies, arranging for equipment maintenance, and coordinating logistics for offsite meetings such as town halls or industry events. This includes securing venues, speakers, managing RSVPs, ordering catering, and creating agendas.

Supporting the business unit or functional area with culture and team-building activities, you will also create and submit expense reports, reconcile department purchasing cards, manage and process invoices, and assist with budget preparation and tracking. You will assist with new hire onboarding, including ordering supplies, arranging equipment setup, and badge access. Creating, editing, and proofreading PowerPoint presentations, managing small to mid-term projects, and maintaining satisfactory attendance are also key aspects of this role.

If you possess a Bachelor's degree or equivalent experience, have advanced skills in MS Office, and are adept at managing multiple priorities in a fast-paced environment, we invite you to apply. Join us and be a part of a team that values professionalism, efficiency, and continuous improvement. Apply today to make a significant impact on our executive operations!

What You Will Need:

• High school diploma or State-issued equivalency certificate required plus 6 years of administrative support experience to include at least 2 years of executive or VP level support reflecting increasing levels of responsibility OR bachelor’s degree plus 2 years of administrative to include at least 1 year of executive or VP level support experience reflecting increasing levels of responsibility.

• Required to possess (or obtain) and maintain a notary license.

• Required to lift and move cases of product up to 50 lbs.

• Strong attention to detail with ability to juggle multiple competing tasks and priorities.

• Skilled in the use of MS Outlook, PowerPoint, Word, and Excel as an intermediate level.

• Experience working independently with minimal supervision.

• Experience with organizing, prioritizing and meeting deadlines while working on numerous on-

• going projects simultaneously.

• Experience communicating and working with all levels of an organization.

• Knowledge of standard office practices and procedures to include ability to compose and format

• correspondence, business proposals and presentations.

• Strong written, verbal, analytical, organizational and interpersonal skills (including excellent

• telephone communication skills).

• Experience maintaining discretion required in dealing with confidential information.

• Ability to handle project work as assigned.

• Required to travel to company offices, sites, and/or meeting locations for onboarding, training, meetings, and events for development, department needs, and business delivery up to 5% of the time, with or without reasonable accommodation. This may be in addition to travel requirements, if applicable, as listed in this job description.

• Required to be 18 years or older. This may be in addition to other age requirements, if applicable,

• as listed in this job description.

What Will Set You Apart:

• Bachelor’s degree plus 5 years of experience supporting a company executive reflecting increasing levels of responsibility

• Project Management experience.

• Experience arranging complex and international travel.

• Strong research skills with the ability to compile data into concise written reports, graphs and/or charts.

• Communications experience to include executive and board presentations and correspondence.

• Experience organizing and managing large events, including event, travel and space planning.

• Experience in Communications, Public Affairs or Investor Relations.

Compensation:

• Hiring Salary Range Posted: $35.34 -$47.74 / hour

• Actual compensation paid within the range will be determined by factors such as the education, experience, knowledge, skills and abilities of the applicant, internal equity, and alignment with market data.

Perks & Benefits:

• This position includes a competitive benefits package.

• Please click here (https://est1933.sharepoint.com/:b:/s/DocumentHandler/JobDescriptions/Efu9-IrHpMRJvcK35-zRNoABvciklEwni1E6A-W3_G0yGw?e=WU5vEl) to view our full list of benefits or click here to watch our video.

  To view a full job description, please click here (https://est1933.sharepoint.com/:b:/s/DocumentHandler/JobDescriptions/ES9wettOVJZDofTAMgbHyKkBwXWJiTrosH_QCp-cb_ZSfQ?e=c2R4bG)

  Gallo does not sponsor for employment based visas for this position now or in the future.

  Recruiter: Paige Mayfield

  Expected to Close On: 10/21/2024

  Location Category: On-Site - This position will be based in the location(s) specified in the job posting and requires working on-site with no telecommuting option. You will be expected to live within a commutable distance.

  Requisition ID: 105102

  #LI-DNP

  HUM001

  Gallo’s policy is to afford equal employment opportunity to all applicants and employees and not to discriminate on the basis of race, traits historically associated with race, including but not limited to, hair texture and protective hairstyles (such as braids, locks, and twists), color, national origin, ancestry, creed, religion, physical disability, mental disability, medical condition as defined by applicable state law (including cancer and predisposing genetic characteristics), genetic information, marital status, familial status, sex, gender, gender identity, gender expression, sexual orientation (actual or perceived), transgender status, sex stereotyping, pregnancy, childbirth or related medical conditions, reproductive health decision making, age, military or veteran status, domestic violence or sexual assault victim status, or any other basis protected by applicable law. Nor will Gallo discriminate based on a perception that an individual has any of the foregoing characteristics or is associated with a person who has, or is perceived to have, any of those characteristics.

  Gallo will comply with state and local laws prohibit discrimination for lawful out-of-work behavior, such as off-duty use of cannabis away from the workplace (subject to federal and state law exceptions), the existence of non-psychoactive cannabis metabolites in hair, blood, urine, or other bodily fluids as determined by a drug screening test (subject to federal and state law exceptions).

  We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Gallo is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at 209.341.7000.

  Gallo is enrolled in the Department of Homeland Security's E-Verifying program and will use the program to verify the employment eligibility of all newly hired employees as required.

  E-Verify Notice (https://performancemanager4.successfactors.com/doc/custom/Gallo/E-Verify.pdf)

  Right to Work

  Employee Polygraph Protection Act (https://performancemanager4.successfactors.com/doc/custom/Gallo/3-Employee_Polygraph_Protection_Act.pdf)

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