Job Description
Job Description
Administrative Assistant to Field Buyer Manager
– West Pak Avocado
Who We Are
At West Pak, being a family-owned and operated company means, among other things, respect, integrity, support, and commitment to excellence. Our dedication starts with how we respect the land and the people who work it, and carries over into how we conduct all business. This same thoughtful care goes into how we handle our precious cargo. Our avocados are harvested at exactly the right time, packed to perfection, and delivered fresh for enjoyment worldwide.
Job Title: Administrative Assistant to California Field Buyer Manager
Location: On-site - Oxnard, CA
Department: California Field
Reports To: Field Buyer Manager
Job Type: Part-Time (15-20 hours per week)
Summary:
We are seeking a highly organized and proactive Administrative Assistant to support the California Field Manager in Oxnard, CA. This role is essential in ensuring smooth day-to-day operations in a fast-paced agricultural procurement environment. The ideal candidate will be detail-oriented, adaptable, and capable of managing administrative tasks while supporting field logistics and grower communications.
Primary Duties & Responsibilities:
- Manage calendars, schedule meetings, compile agendas, and notes.
- Support for performance cycles: bonus/raise review logistics, scoring templates, and document control
- Drive managerial cadence: Assist with weekly pricing packets, morning meeting notes, deadline tracking, and follow-ups.
- Communication Management: Handle incoming calls, emails, and correspondence with growers, suppliers, and internal teams. Quickly draft and distribute CEO reports and updates. Collect, organize, and distribute industry updates to the team.
- Document & Data Management: Maintain organized files, contracts, purchase orders, and compliance documents. Assist with data entry and reporting for procurement activities.
- Buyer/Grower Liaison: Support communication with growers and suppliers regarding delivery schedules, quality standards, and contract terms.
- Travel & Logistics: Coordinate travel arrangements for field visits, including transportation, lodging, and itineraries.
- Expense Reporting: Prepare and submit expense reports, reconcile receipts, and assist with budget tracking.
- Support Field Buyer Manager: Provide strategic and tactical support to ensure procurement goals are met and field operations run efficiently.
Qualifications:
- 5+ years of experience in an assistant or administrative support role, preferably in agriculture,
- food production, or field operations.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication.
- Proficiency in Microsoft Office Suite and scheduling tools.
- Ability to work independently and in a dynamic, outdoor-oriented environment.
- Bilingual (English/Spanish) preferred.
- Valid driver’s license and ability to travel locally as needed.
Preferred Skills:
- Familiarity with agricultural procurement or field logistics.
- Experience working with vendors, growers, or supply chain teams.
- Knowledge of compliance and documentation standards in agriculture.
- Comfortable working in both office and field settings.
- Great problem-solving aptitude
- Attention to Detail
- Interpersonal and customer service skills
- Analytical and problem-solving skills
- Bilingual English/Spanish is a plus, but not required
- Competency in Microsoft applications, including Word, Excel, and Outlook.
- Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure
- Attentiveness and patience
- Time-management skills
- Ability to find the positive in any situation
Education & Experience
- High School Diploma required, Associates, or Bachelor’s in business or related field preferred
- 5+ years of experience in an Executive assistant or administrative support role, preferably in agriculture, food production, or field operations.
Physical Requirements/Working Conditions
The essential functions of this job require frequent sitting, standing, walking, and upper-body movements. Physical demands include bending, stooping, and reaching above and below shoulder level. The noise level is frequently quiet or moderately quiet, at or below 70 decibels. The incumbent may be exposed to situations in which occasional lifting may be involved (up to 50 lbs.), with or without assistance.