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Posted January 15th

Executive Administrative Assistant

Las Vegas, Nevada


Southern Glazer's Wine & Spirits logo

Employer

Southern Glazer's Wine & Spirits

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Distributor

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Posted January 15th

Executive Administrative Assistant

Las Vegas, Nevada

What You Need To Know

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
Location
Las Vegas, Nevada