Administrative Assistant


American Canyon, CA, US, 94503

At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are a company with a purpose, we believe in doing well by doing good and reinvesting in the communities we operate. We have a long-standing commitment to sustainability and our goal is to shape a sustainable cocoa and chocolate future. We are headquartered in Zurich, and have more than 12,000 passionate Employees working in more than 40 countries worldwide. We are very proud of who we are and what we do. And of course, we are always looking for talented people to help us have a positive impact on our industry and beyond!

Position title: Administrative Assistant

Reporting to: Manager, Site

Location: American Canyon, CA

Barry Callebaut is a global organization poised for growth; a company which has embraced the vision to delight its customers, while out-performing its competitors, a business which is committed to sustainability, has innovation in its DNA, is a leader in complex manufacturing and supply chain solutions and is focused on being a best-in-class employer. Barry Callebaut seeks diverse and passionate people who thrive in a dynamic environment, focused on continuous learning, living BC’s Values and of course loving chocolate.


About the role

The Administrative Assistant provides administrative support for the Site Manager and plant’s leadership team.


Key responsibilities include

The duties and responsibilities described are not a comprehensive list and that additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.


  • Provide clerical support including phone call screening, maintaining calendar of events and activities and tracking of expense reports.
  • Purchase office, break room, and cleaning supplies on SAP. Enter orders and receiving material on SAP.
  • Maintain an organized filing system of paper and electronic documents.
  • Be the point of contact in the front desk, receive all visitors, and ensure compliance with the Food Defense and Food Safety regulations (GMPs).
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails.
  • Attend staff meetings; document and track action logs.
  • Create agendas for meetings and prepare schedules and logistics
  • Organize on-site and off-site meetings, i.e., room set up, equipment, refreshments.
  • Manage vendor relations with vendors supplying first aid replenishment, uniforms, coffee services and vending machines.
  • Coordinate employee recognition programs and other HR engagement activities such as service awards, safety achievements, etc.
  • Support internal communications via e-mail, bulletin boards, TV, postings, etc.
  • Maintain confidentiality while handling requests for information and data.
  • Request and issue parking permits and uniforms.
  • Support with additional activities as requested and approved by the Site Manager, such as supporting Departmental Managers. 
  • Respect the safety rules and take care of yourself and your colleagues respecting and following the safety procedures in force in the company.
  • Report unsafe acts and conditions.
  • Participate in mandatory training sessions.
  • Commit to fulfill the expectations of quality and service of the clients, as well as the current regulatory compliance applicable to the food industry.
  • Responsible for reporting any situation of potential or real danger to your superior and the Quality department.
  • Keep the area, tools and equipment in your care clean and tidy.
  • Firmly follow the GMP’s.




  • High School Diploma or GED.
  • College or associates degree student preferred.


Work Experience:


  • Strong communication and organizational skills.
  • Self-starter who thrives in a dynamic and fast-paced environment.
  • Computer skills, Word, Excel, and Windows Environment.
  • Detail & results oriented.
  • Ability to work with deadlines.
  • SAP work experience preferred. 
  • Good organization, math, written and oral communication, detail orientated, interpersonal skills.
  • Self-motivated, must work autonomously with a minimum of supervision.
  • Must be able to adhere to all GMP and food safety rules.


Additional Requirements:


  • Exceptional communication, problem-solving and organization skills
  • Proficient in Microsoft Office with expertise in Microsoft Word, PowerPoint and Excel
  • Detail-oriented and comfortable working in a fast-paced office environment
  • SAP knowledge a plus
  • Ability to work effectively with multiple managers
  • Ability to multi-task while maintaining complex schedules
  • Available for overtime when required.
  • Passion: Understanding and passion for our products.
  • Team spirit: Cooperate, being assisted, participate in group activities and support other areas when required.
  • Entrepreneurship: Do more than expected in its position, carry ideas for improvement and actively participate in its implementation.
  • Customer focus: Focus our efforts on meeting our clients’ needs.
  • Integrity: Respect our colleagues and the company.




What you can expect from Barry Callebaut:

  • Competitive compensation package including salary, benefits, and vacation time
  • 12 paid holidays PLUS your birthday off!
  • Collaborative atmosphere with like-minded individuals who are passionate about chocolate
  • The ability to grow your career within an organization that values development and internal career growth


We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.

If you want to learn more about Barry Callebaut, please find further information here.

Nearest Major Market: Napa

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