What are the responsibilities and job description for the Executive Administrative Assistant position at Southern Glazer's Wine & Spirits?
Job Title: Executive Assistant
What You Need To Know:
Open your future to incredible career potential. Work for an industry-leader who invests in their people. Southern Glazer’s Wine & Spirits is North America’s preeminent wine and spirits distributor, as well as a family-owned, privately held company with a 50 year legacy of success. We were named by Newsweek as a Most Loved Workplace and are included on the Forbes lists for Largest Private Companies and Best Employers for Diversity.
As a full-time employee, you can choose from a full menu of our Top Shelf Benefits, including comprehensive medical and prescription drug coverage, dental and vision plans, tax-saving Flexible Spending Accounts, disability coverage, life insurance plans, and a 401(k) plan. We also offer tuition reimbursement, a wellness program, parental leave, vacation accrual, paid sick leave, and more.
At Southern Glazer’s, you’ll enjoy an environment where continuous learning and growth are supported and experience a culture where you are respected, and your voice is heard. If you’re looking to fill your glass with opportunity, come join our FAMILY.
Overview:
The Executive Assistant to the Executive team and provides services essential to the mission of the organization and the day-to-day-operation of the Executive Office. Providing executive-level administrative support to Senior Vice President, Vice President, and Sr Director and/or leadership team.
Primary Responsibilities:
- Create, edit, and prepare presentation materials for sales executives (if applicable) and provide analysis of month, quarter, and year to date sales volume.
- Track budgets, expenses, service contracts, and supplier fiscal data.
- Oversee logistics and agendas for meetings, dinners, and special events/off-site functions (e.g., accompanying travel/hotel arrangements, etc.).
- Screen incoming calls to the Executive team and determine the nature of the call and whether or not it requires immediate attention Responds to the caller directly based on knowledge of the Executive’s preferences, office functions, policy, priorities, availability, etc.
- Organize and convey executive's availability through oversight of calendar inclusive of appointments and travel engagements
- Review, proofread, and format all correspondence prepared for the Executive’s signature to ensure accuracy and completeness, as well as consistency with organizational policy.
- Maintain an efficient flow of information between all levels of the Executive team internal and external contacts on a wide spectrum of the organization's plans and priorities.
- Processes all incoming correspondence received in the office of the President prioritizing and determining its disposition.
Additional Primary Responsibilities:
- Process expense reports, prepare/monitor operational invoices, type meeting minutes and prepare internal communication.
- Set and maintain Sr Management calendars (review schedule), coordinate meetings, set conference calls (conference rooms, company vehicle, training calendars, etc.).
- Arrange and schedule travel for all Management (car service, hotel, air, etc.).
- Take ownership to detail with relating to office and related departments.
- Supervise reception area and Administrative Assistants.
- Perform other job-related duties as assigned.
Minimum Qualifications:
- Bachelor’s degree plus five years of experience; or an equivalent combination of education and experience.
- Proficient in Microsoft Office Suite.
- Excellent time management skills, self-driven multitasker able to work with heavy interruptions time constraints and strict deadlines
- Great organizational skills and attention to detail is required in handling clients, documentation, and priorities.
- Excellent customer service skills in all interactions with internal and external customers, including but not limited to personnel from other divisions, vendors, suppliers, and other departments.
- Ability to work independently and efficiently, organizing and prioritizing work to meet deadlines.
- Ability to exhibit a high level of integrity and commitment to maintaining confidential information.
Physical Demands:
- Physical demands include a considerable amount of time sitting and typing/keyboarding, using a computer (e.g., keyboard, mouse, and monitor), or mobile device.
- Physical demands with activity or condition may occasionally include walking, bending, reaching, standing, squatting and stooping
- May require occasional lifting/lowering, pushing, carrying, or pulling up to 20lbs.
EEO Statement:
Southern Glazer's Wine and Spirits, an Affirmative Action/EEO employer, prohibits discrimination and harassment of any type and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. SGWS complies with all federal, state and local laws concerning consideration of a qualified applicant's arrest and/or criminal conviction records. Southern Glazer's Wine and Spirits provides competitive compensation based on estimated performance level consistent with the past relevant experience, knowledge, skills, abilities and education of employees. Unless otherwise expressly stated, any pay ranges posted here are estimates from outside of Southern Glazer's Wine and Spirits and do not reflect Southern Glazer's pay bands or ranges.
About Southern Glazer's Wine & Spirits:
Southern Glazer's Wine & Spirits is the largest distributor of beverage alcohol in North America, and proud to be a multi-generational, family-owned company. Southern Glazer’s has a proud history of consistently delivering impeccable service in 44 states, plus the District of Columbia, Canada and the Caribbean. It’s all made possible by our employees. Our careers focus on delivering a captivating and rewarding experience. Challenging our colleagues every step of the way, we provide the tools for them to grow, succeed and accomplish both their personal and professional goals. Together, we can deliver the highest quality service for our suppliers and our customers while we put you on the career path you’ve been looking for.Southern Glazer’s is nationally recognized by its supplier partners as well as by its customers for its state-of-the-art distribution capabilities and its leading-edge information technology. We also believe in the importance of giving back, being a socially responsible corporate citizen and making generous contributions to national, state and local charitable organizations.
