Position Title: Senior Administrative Assistant Provides Administrative / Office ManagementScreens all incoming callsManages NA VP IT SOL calendar, coordinates travel, arranges meetings, manages expense reports in the Concur systemManages incoming mail and correspondenceProvides support to VP's, Directors, team as neededOrders office supplies and ensures department is within assigned budgetActs as Budget Coordinator for departmental overhead budgetTracks invoices, spending, and provides updates:
Location: New York, NY (Headquarters)
To provide support to the VP IT Solutions NA, the VP IT Service Delivery AME, the VP IT Governance AME and their teams on a diverse range of departmental operations. Provides support to the VP's direct reports and staff as required.
Key Duties & Responsibilities:
Includes processing invoices against Purchase Orders using the E1 systemEnsure invoices are posted to the IT Vendor SharePoint file (audit trail management)Works with vendors and the Accounting team on vendor set-up processFirst line of communication with vendors regarding invoice inquiries
Assist NA IT teams (all 3-streams) in Capex large work orders (LWO) process, includes requests, maintain tracking of the LWO request within Cloud Coach, Capex Tracker, and the Finance department. Tracking capex spend in real-time actuals tracking.Accrual management support with the IT Governance teamAccounting team POC for various issues, exceptions, questions / team support / recharge activityLocal NA contract management, audit trail management with the Legal department and on the IT Vendor SharePoint siteOnboarding new IT hires to embed and expand their knowledge of IT resources, the team, and company culture, and ways of working.Support team as needed in the onboarding process of external consultants, liaise with the HR team as needed, and maintain IT Consultant tracker to ensure extensions in engagement are done in a timely manner and that termination requests are actioned to the HR teamManage the IT Global Monthly reports for Canada, PRUSA, and PRTRAHandles special projects as necessaryEnsures efficient office operations in Executive's absenceActs as IT point of contact for other departments/affiliates, therefore, requiring ad-hoc communication and collaboration to coordinate meetings or events; builds business relationshipsManages team meetings and events to include, offsites, workshops, Town Halls, Bilateral mtgs, Alignment mtgs, etc.Establish relationship with the NA Administrative team, participate in Admin team Teams site, cross-functional support, and ad-hoc activities as required
Nature & Scope:
Position works with all levels and managers of department and employees of Pernod Ricard North America providing and obtaining information as directed by executives. Communication can include sensitive information, requiring complete confidentiality and discretion in dealing with issues that may arise. Decisions may impact the departmental leadership and organization as a whole. Errors in judgment may cause expense to organization. Acts as customer service / point of contact for the IT Dept. informally collaborates with other departments on special projects/events/meetings, builds business relationships.
Requires High School Diploma and advanced training in MS Office.Minimum working experience of at least 5 years providing support at a senior management level.
Excellent communication skillsStrong social and interpersonal skillsTeam-oriented and flexibleStrong in planning and organizationHigh integrityLeadership skills
Who are we?
Pernod Ricard USA is the premium spirits and wine company in the U.S. The company's leading spirits and wines include such prestigious brands as ABSOLUT® Vodka, Chivas Regal® Scotch Whisky, The Glenlivet® Single Malt Scotch Whisky, Jameson® Irish Whiskey, Malibu®, Kahlúa® Liqueur, Beefeater® Gin, and Avión™ Tequila such superior wines as Jacob's Creek® and Brancott Estate®; and such exquisite champagnes and sparkling wines as Perrier-Jouët® Champagne, G.H. Mumm™ Champagne and Mumm Napa® sparkling wines. Learn more about our history, values, strategies and organization by visiting us at http://www.pernod-ricard-usa.com/
Working at Pernod Ricard
Working for Pernod Ricard USA means working for the co-leader in the global wines and spirits industry - and having the opportunity to work with great people and great brands in diverse and challenging roles. Our success is the result of the passion and creativity of our people, our exceptional portfolio of leading premium brands, and a shared commitment to our values of entrepreneurship, mutual trust, and a strong sense of ethics. Pernod Ricard USA rewards both individual initiative and a spirit of collaboration, and encourages ongoing professional development. Pernod Ricard USA recognizes the importance of continuously building upon our diverse workforce and inclusive culture. We believe in championing an inclusive culture that embraces differences and encourages employees to challenge themselves and their colleagues.
Pernod Ricard USA offers competitive compensation, performance bonuses and domestic & international career development opportunities.
* Pernod Ricard USA is anEqual Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.
* Offers will be subject to United States local terms.
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