Purpose:

Dole Packaged Foods is a purpose led organization that is a champion of accessible fruit nutrition and builds a brighter future for people through the goodness of fruit.

At Dole, our culture is uniquely driven by core Values. Our commitment to these Values transforms our work into a meaningful journey toward a brighter future together. Here, you'll be part of a respectful, inclusive culture that deeply values our colleagues, customers, and global communities. We strive for excellence, empowering each other to confidently overcome challenges, continuously learn, and achieve world-class results. Guided by unwavering integrity, our actions consistently reflect our commitment to always doing what's right, fostering lasting trust and strong relationships. Through a spirit of collaboration, we cultivate positivity, generosity, and genuine teamwork, enabling collective success toward our One Dole Purpose. Our innovative spirit leads directly to meaningful outcomes and business success.

The Sr Administrative Assistant provides vital day-to-day support to the VPs of Marketing, Sales, and Supply Chain by managing calendars, coordinating meetings and travel, and handling expense reporting. This role plays a key part in executing marketing and sales initiatives by supporting event logistics, overseeing product sampling and promotional item distribution, and supporting the management of vendor relationships. With a focus on organization, communication, and efficiency, the Sr Administrative Assistant ensures smooth operations across departments, tracking budgets, monitoring project timelines, and maintaining accurate documentation.

This role is required to be on-site 5 days per week at our Westlake Village, CA office, with occasional flexibility to work remotely.

Primary Accountabilities:

• Provide comprehensive administrative support to the VPs of Marketing, Sales, and Supply Chain, including calendar coordination, meeting preparation, and travel and expense management.
• Assist with planning and execution of marketing events, Field Sales sampling initiatives, and other corporate activities.
• Procure supplies and materials for a variety of business needs such as video/photo shoots, trade shows, influencer programs, and charitable events.
• Manage the ordering, shipping, and tracking of product samples for internal and external use.
• Oversee inventory and distribution of products and promotional items for events, giveaways, and donations; maintain and track the sample budget.
• Collaborate with Marketing, Legal, Finance, and Accounting to monitor and track legal marketing expenditures.
• Coordinate the purchase and distribution of marketing materials, including brochures, signage, promotional items, and social media content.
• Support the execution and tracking of marketing and sales projects, ensuring timelines, deliverables, and milestones are met.
• Handle processing of Marketing P-card expense reports and assist with Pinpoint UPC validation.
• Prepare and edit PowerPoint presentations and Excel spreadsheets at the request of department leaders.
• Build and maintain strong working relationships with external vendors and agencies; serve as the on-site point of contact and maintain vendor contact lists.
• Lead logistics planning for departmental meetings and events, including presentation setup, catering coordination, and on-site visitor support.
• Other duties as assigned

Experience, Knowledge, & Skills You Bring:       

• 3-5+ years of administrative experience supporting senior leadership or cross-functional teams.
• Prior experience coordinating events, travel arrangements, and expense reporting.
• Experience managing calendars and scheduling meetings across departments and time zones.
• Experience working in a fast-paced, deadline-driven corporate environment.
• Exceptional attention to detail and ability to manage multiple priorities simultaneously.
• Strong written and verbal communication; comfortable interacting with executives, vendors, and cross-functional teams.
• Technical Proficiency:
  • Microsoft Office (Excel, PowerPoint, Outlook, Word)
  • Expense management systems (e.g. Concur or similar)
• Ability to anticipate needs, resolve scheduling conflicts, and ensure event/meeting logistics run smoothly.
• Proactive in improving processes, anticipating team needs, and taking ownership of tasks with minimal supervision.

What You’ll Need to Succeed:

• Passionate about a purpose driven career
• Passionate about collaborating respectfully in diverse and inclusive team environments
• Proactively seeks feedback and continuously improves work quality
• Consistently adheres to ethical standards and maintains transparency
• Actively contributes to achieving collective team goals

Education & Certification:

• High school diploma or equivalent required
• Bachelor’s degree strongly preferred

Physical Requirements:

• Ability to sit and use the computer for extended periods of time; ability to answer phones and use a variety of office equipment; ability to lift 15 pounds and reach overhead.

Travel Requirements:

• Occasional travel may be required

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

Hiring Pay Scale: $70,000 to $85,000

Dole Packaged Foods is committed to paying our Associates fairly and equitably. The pay rate offered will consider a wide range of factors, including but not limited to experience, education, accomplishments, and location. Pay scales are subject to review on a regular basis and will be updated as appropriate.