Careers
Commitment to Diversity
At Otis McAllister, we attribute much of our success to the long standing value and commitment we have placed on diversity. Diversity of thought, expression, background and people is a key component of life at Otis McAllister.
In our corporate offices in San Francisco and our remote offices, we provide an environment where each individual can thrive and be appreciated for their contribution. At Otis McAllister, our people are the source of all our abilities and our successes. In fact, our company's future depends on the global community of Otis McAllister employees and our business associates.
The varied perspectives, experiences and backgrounds of the Otis McAllister community fuels the creativity and energy needed to carry out complex international and logistics contracts. It also makes our contribution to the communities in which we work that much more fulfilling.
At Otis McAllister, we attribute much of our success to the long standing value and commitment we have placed on diversity. Diversity of thought, expression, background and people is a key component of life at Otis McAllister.
In our corporate offices in San Francisco and our remote offices, we provide an environment where each individual can thrive and be appreciated for their contribution. At Otis McAllister, our people are the source of all our abilities and our successes. In fact, our company's future depends on the global community of Otis McAllister employees and our business associates.
The varied perspectives, experiences and backgrounds of the Otis McAllister community fuels the creativity and energy needed to carry out complex international and logistics contracts. It also makes our contribution to the communities in which we work that much more fulfilling.
Position: Executive Assistant
Posted: November 3, 2012
We are a leading global food import/export company that provides worldwide services to club stores, traditional and non-traditional retail, and worldwide trade of food products. We are seeking an Executive Assistant (EA) with a minimum of 6 years supporting C-level Executives (CEO an CFO). We seek a blend of skills that includes candidates with proficient computer skills (MS Office including PowerPoint) combined with high social and business etiquette to field calls on behalf of C-level Executives. Candidates must possess superb organizational skills to manage Executives’ busy professional lives, calendars, and extensive travel schedules!
This pivotal position requires an effective multitasker with perfect attention to details, communicates complex ideas effectively, and thrives in high pressure situations. The ideal candidate will possess exceptional time management skills and superb judgment as s/he optimizes busy Executives’ professional lives. Prior experience in import/export industries and fluency in Spanish would be helpful to your candidacy but not mandatory.
Success in this position requires a polished professional with exemplary organizational skills and someone who is forward-thinking to meet ever changing demands and willing to become a “go to” assistant. If you have a minimum of 6 years of executive support (C-level), we want to hear from you. Candidates must have exceptional verbal and written communication skills to compose professional business correspondence using advanced computer skills. We are also seeking those who are Internet savvy with proofreading and editing skills.
Our family culture requires employees who are personable, and demonstrate a professional telephone presence, exemplary client service focus, effective communication skills and a positive “can-do” attitude. This assistant must be deadline and results-driven using time efficiently to: (a) succeed in an ever-changing environment; (b) produce timely and accurate presentations and work products; (c) work independently; (d) demonstrate a strong work ethic to set the standard for others; (e) be trustworthy with confidential information; and (f) be savvy in all aspects of business etiquette.
We require rock-solid employees who have impeccable problem solving skills and consistently demonstrate initiative and self-motivation. Candidates must possess sufficient confidence to act on behalf in Executives’ with positive results.
Key responsibilities:
- Integrate and manage Executives’ calendars to coordinate appointments, meetings and other business activities (i.e., all business meetings and presentations)
- Serve as a reliable liaison between C-level Executives and internal and external contacts;
- Manage busy and changeable schedules with close attention to desired priorities of Executives;
- Facilitate communications between division leaders, staff, and existing and potential customers;
- Handle confidential and non-routine information (i.e., HR personnel files; group health enrollments, etc.) and facilitate timely communication between appropriate departments;
- Work efficiently with the ability to think on your feet and anticipate the needs of the Executives;
- Arrange for complicated international and domestic and frequent travel;
- Coordinate special events, including but not limited to: Company-wide events; social events; client entertainment; and more;
- Maintain confidential business files that are well organized and easily retrieved;
- Conduct research, maintain project files, and ensure deadlines are met for projects;
- Handle incoming and outgoing phone calls, mailings including packages, emails, FedEx, and faxes on behalf of C-level Executives and respond as appropriate and involve Executives when required;
- Copy and assemble reports, documents, and presentations;
- Select and ship corporate gifts;
- Ensure highest level of client service and internal communications on behalf of C-level Executives;
- Special projects as assigned.
Minimum Qualifications:
- Bachelor’s from an accredited college/university, or AA degree plus equivalent work experience in similar roles.
- Minimum of 6-8 years of office operations experience and EA support to busy C-level Executives;
- Polished professional and pleasant demeanor with a strong sense of corporate presentation and exemplary communication skills;
- Knowledge and advanced proficiency in all MS Office Products (i.e., Word, Excel, PowerPoint, Outlook) and Internet savvy;
- Ability to juggle a variety of responsibilities and balance competing deadlines;
- Mastery of English language;
- Experience working with budgets and development/implementation of efficient policy and procedures;
- Collaborate with external contractors and/or consultants on behalf of Executives and Company;
- Experience in export and/or import within food/beverage industry a PLUS;
- High degree of initiative, discretion, autonomy, team work, and dependable judgment;
- Demonstrate critical thinking skills for problem solving on a daily basis;
- Exhibits personal and professional integrity at all times;
- Fun, upbeat and pleasant individual to interact with all levels of internal and external contacts to be a consistent and positive representative of the Company at all times;
- Exemplary written communication skills and interpersonal/verbal skills;
- Serve an effective liaison between C-level Executives, employees, vendors, contractors, and clients.
Please carefully consider the responsibilities and requirements for this position before responding. If there is a compelling match with your skill set and career objectives, please send your resume (as a WORD or pdf format attachment), a brief (1-3 paragraph) cover letter detailing your interest in this position, and a salary range in which you are considering employment (all required for consideration) to: careers@otismcallister.com.
Please enter “C-level EA” in the subject line. Thank you for your interest!
HOURS:
8:00-5:00 M-F with occasional extended hours for special projects.
COMPENSATION: Commensurate with experience. Benefits offered including medical, 401(k), profit sharing, bonuses, LTD, and more.
© 1892 - 2012 Otis McAllister Inc. All rights reserved
|Terms of Use|Privacy
|Terms of Use|Privacy