Corporate Administration Project Manager in Woodland, California at Sakata Seed America, INC.
Job Description
Job Summary: The Corporate Administration Project Manager leads the execution of Executive Office projects and supports corporate governance administration at Sakata Seed America (SAH). The role is accountable for five areas: Executive Office project execution, governance and leadership forum administration, headquarters coordination, Executive Office operations, and continuous improvement.
The role reports directly to the Associate Director, Corporate Administration, who owns Executive Office projects, governance processes, and priorities. The Project Manager manages execution within that direction and may assign and direct Executive Office tasks to the Administrative Assistant within the Associate Director's priorities.
The role requires strong project discipline, discretion, and the ability to coordinate across senior leaders, functions, and cultures.
Essential Duties and Responsibilities*:
Executive Office Project Execution
Accountable for: on-time, well-documented delivery of Executive Office projects.
- Plan and execute Executive Office projects and initiatives defined by the Associate Director, including schedules, milestones, responsibilities, and dependencies.
- Schedule and facilitate project meetings. Maintain project and governance trackers, dashboards, and status reports.
- Document decisions and actions. Escalate risks, dependencies, and decisions with context and recommended next steps.
- Coordinate with functional leaders, Executive Administration Department (EAD) colleagues, and subject-matter experts to gather inputs and secure follow-through.
- Draft updates, briefing materials, and decision inputs for the Associate Director's review and executive reporting.
Governance and Leadership Forum Administration
Accountable for: timely, accurate, and confidential administrative support for governance bodies.
- Take notes and capture action items at Sakata Management Team (SMT) meetings, and draft minutes for the Associate Director's review and approval.
- Provide logistics support for meetings of the SAH Board of Directors, the Sakata Executive Committee (SEC), the SMT, and other designated governance bodies, including scheduling, materials production, and distribution.
- Maintain governance calendars, records, templates, and action trackers.
- Support the preparation of governance documents and shareholder communications. The Associate Director retains responsibility for agendas, approval of minutes, and secure distribution of governing body materials.
- Route governance, legal, compliance, or strategic questions to the Associate Director.
Headquarters Coordination
Accountable for: well-coordinated engagement with Sakata Seed Corporation.
- Support the Associate Director, as SAH's designated liaison with Sakata Seed Corporation, by coordinating schedules, materials, executive visits, logistics, and follow-up.
- Plan and coordinate Board and headquarters visits and Executive Office events, directing logistics support from the Administrative Assistant.
- Support the preparation of recurring headquarters reporting materials as directed by the Associate Director.
Executive Office Operations
Accountable for: effective Executive Office operating rhythms, records, and administration.
- Implement and maintain the operating rhythms, planning tools, and administrative processes set by the Associate Director.
- Maintain Executive Office files, decision records, and reference materials in line with records-management and retention standards.
- Support Corporate Administration departmental administration, including budget tracking, purchasing, invoice processing, and vendor coordination, in collaboration with Finance.
- Handle sensitive business, personnel, governance, and strategic information with the utmost discretion.
Continuous Improvement
Accountable for: ongoing improvement of project, governance, and administrative practices.
- Identify and recommend improvements to tools, templates, and workflows, and implement approved changes.
- Adopt and apply company-approved AI tools to improve the speed and quality of administrative work, and share effective practices with the EAD. Use of these tools follows company data-handling rules; confidential, personal, and Board material is used only in tools cleared for it.
- Support coverage and continuity across the Executive Office during absences and periods of peak demand.
- Perform other duties as assigned by the Associate Director.
Organizational Relationships and Decision Rights:
The Corporate Administration Project Manager reports directly to the Associate Director, Corporate Administration.
The role has no direct reports. It may assign and direct Executive Office tasks to the Administrative Assistant within priorities set by the Associate Director; the Associate Director remains the Administrative Assistant's manager.
The role works with the Executive Assistant, Executive Office on executive logistics, and with Finance, Human Resources, Corporate Planning, Legal, IT, and other functions as needed.
Decision rights
- Decides: project schedules, meeting logistics, tracking methods, and Executive Office task assignments to the Administrative Assistant, within approved scope and priorities.
- Recommends, for Associate Director approval: changes to project scope, governance templates, and administrative processes.
- Escalation: project risks, scope changes, and sensitive or governance-related matters go to the Associate Director.
- Outside the role: governance decisions, approval of agendas and minutes, executive commitments, and content owned by other functions.
Key Performance Expectations:
Performance in this role is evaluated on:
- Project delivery: on-time, on-scope delivery of Executive Office projects with accurate documentation.
- Governance administration: timeliness, accuracy, and confidentiality of minutes, records, and meeting logistics.
- Headquarters coordination: quality of planning and follow-through for headquarters engagements and visits.
- Operational effectiveness: reliability of Executive Office operating rhythms, records, and departmental administration.
- Stakeholder satisfaction: Associate Director and senior leader satisfaction with coordination and follow-through.
Required Knowledge, Skills, and Abilities:
- Proven project management capability, including planning, execution, risk management, and tracking across multiple stakeholders.
- Understanding of corporate governance support, including meeting administration, minutes, and records.
- Highest level of discretion with sensitive executive, business, governance, and personnel information.
- Ability to structure information and produce clear plans, reports, and briefing materials.
- Clear, professional written and verbal communication, with a strong command of business English.
- Ability to coordinate across functions and influence outcomes without formal authority.
- Emotional intelligence, cultural awareness, and the ability to work effectively with international counterparts.
- Advanced proficiency with Microsoft 365, project management and collaboration tools, and company-approved AI tools.
- Bilingual proficiency in English/Japanese or English/Spanish preferred but not required.
Educational Requirements:
- Bachelor's degree in business administration, management, or a related field strongly preferred, or an equivalent combination of education and directly related professional experience.
- Project management certification (e.g., PMP or CAPM) preferred.
Experience and Background:
- Minimum two years of proven project management experience, including planning, executing, and tracking multi-stakeholder projects through to completion.
- Experience supporting governance bodies, executive committees, or Board processes strongly preferred.
- Demonstrated track record of delivering projects on time and within scope, with clear documentation and reporting.
- Experience working in a multinational organization, including with Japanese business counterparts, highly desirable.
- Experience in the seed, ornamentals, or produce sector highly desirable.
Working Conditions/Physical Demands:
- Primarily office-based position requiring extended periods of sitting and computer work.
- Must be able to travel periodically throughout the year.
- Must be able to work long and/or irregular hours, including early mornings and evenings, to align with the leaders supported and with headquarters in Yokohama.
BENEFITS:
Health & Wellness
Medical, Dental & Vision Insurance
Monthly Wellness Stipend
Employee Assistance Program (EAP)
Employee Philanthropic Giving Program
Disability Insurance (plans vary by location)
Financial Benefits
401(k) Program + Company Match
Profit Sharing Program (via 401(k)
Holiday Bonus
Performance Incentive Bonus Program
Tuition Reimbursement
529 College‑Savings Plan
Company-Paid Basic Life & AD&D Insurance
Time Off & Flexibility
Paid Vacation
Paid Sick Leave
15 Paid Company Holidays
2 Floating Holidays
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