What are the responsibilities and job description for the Executive Administrative Assistant position at Southern Glazers?
What You Need To Know
Overview
The Executive Administrative Assistant of Office of Strategic Management provides critical administrative support to the SVP, Corporate Strategy, OSM, as well as supporting the OSM Team and day-to-day-operation of OSM. The EA will report to the SVP, Corporate Strategy, OSM, and daily activities will require work in a highly collaborative team environment, supporting OSM team members and project activities. Periodic performance evaluations (annual appraisals) will be provided to ensure the EA is meeting the expectations of OSM. The EA will have the unique opportunity to work with seasoned business professionals in a dynamic and exciting team and industry.
Primary Responsibilities
Coordinate and schedule meetings and conference calls (e.g., large steering committee meetings, cross-functional zooms, other 1:1 meetings); arrange for conference rooms; communicate information to all respective parties; send reminders; meeting preparation support; organize catering when necessary
Supervise reception area, welcoming visitors, guests and team members in a polite and professional manner
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 OSM team
Submit expense reports, type meeting minutes and prepare internal communication, ensuring they are completed accurately and timely
Incorporate edits and changes and format PowerPoint presentations, and Word or Excel documents
Oversee logistics and agendas for meetings, and special events/off-site functions, as required
Organize and convey availability through close coordination of appointments and travel engagement
Arrange and schedule travel (car service, hotel, air, etc.), and prepare travel itineraries
Support with filing and scanning, as required
Additional Primary Responsibilities
Minimum Qualifications
- High school diploma or equivalent, and 5 years of executive, financial, legal or other professional administrative experience; or an equivalent combination of education and experience required
- Bachelor’s degree preferred
- Computer skills: Must be highly proficient and experienced in Microsoft Office Suite, including PowerPoint, Excel, and Word
- Ability to work independently and efficiently, organizing and prioritizing work to meet deadlines
- Excellent written and verbal communication skills
- Independently balance and manage multiple requests and accountabilities, ensuring clear communication and expectations
- Adaptable and strong interpersonal skills
- Collaborative work ethic and positive demeanor
- Professional, quick to pivot, and very responsive to all requests by the team
Physical Demands
- Physical demands include a considerable amount of time sitting and typing/keyboarding, using a computer (e.g., keyboard, mouse, and monitor), or adding machine
- Physical demands with activity or condition may occasionally include walking, bending, reaching, standing, stooping and walking up and down stairs
- 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. 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.
