Job Description

Job Description

Job Title : Executive Assistant / Office Manager

Reports to : Chief Financial Officer

Location : Carlsbad, CA (On-site 3 days/week; flexible hours; available after-hours or weekends for urgent travel needs)

OUR COMPANY

Jacob Stern & Sons Inc., a family-owned business with over 160 years of industry leadership, is known for its commitment to compassion, humility, and quality service. We offer a supportive environment where professionals are respected, and we provide specialty agri-chemical products worldwide. Join our team and make a meaningful impact.

POSITION OVERVIEW

We are seeking a highly organized and proactive Executive Assistant / Office Manager to provide administrative support to the CFO and manage day-to-day operations of our Carlsbad office. This role requires professionalism, flexibility, and the ability to handle confidential financial and legal information.

RESPONSIBILITES AND ACCOUNTABILITES

Executive Support :

• Manage CFO’s calendar, schedule meetings, and coordinate appointments.
• Arrange domestic and international travel, including flights, hotels, and ground transportation.
• Facilitate signatures for legal and financial documents.
• Prepare expense reports and assist with budget tracking.
• Coordinate with Executive Assistants in PA, TX, and CA for cross-office alignment.

Office Management

• Oversee day-to-day operations of the Carlsbad office.
• Manage incoming and outgoing mail and packages.
• Deposit checks and maintain basic office accounting records.
• Ensure office supplies and equipment are stocked and functional.

Administrative Tasks

• Organize and maintain electronic and physical files.
• Assist with meeting preparation, including agendas and materials.
• Support special projects and ad hoc requests from the CFO.
• Draft correspondence and professional communications.

Other Duties

• Maintain confidentiality of sensitive financial and legal information.
• Serve as point of contact for vendors and service providers.

KNOWLEDGE ABILITIES AND SKILLS DESIRED

• High school diploma or equivalent required; college coursework or degree preferred.
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and collaboration tools (Teams).
• Excellent organizational skills and attention to detail.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Strong written and verbal communication skills.
• High level of discretion and professionalism.
• Experience handling travel arrangements and expense reporting preferred.

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