Apply to this job

Back to search

Posted March 26th

Executive Administrative Assistant

Miami, Florida

Employer

Southern Glazer's Wine & Spirits

Industry

Distributor

View Full Profile

Posted March 26th

Executive Administrative Assistant

Miami, Florida

Job Description

The Executive Assistant to the SVP of Communications and Corporate Social Responsibility provides services essential to the mission of the
organization and the day-to-day-operation of the Executive's Office.

Duties and Responsibilities
• Oversee logistics and agendas for meetings (e.g., accompanying travel/hotel arrangements, etc.)
• Screen incoming calls to the Executive 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
• Compose correspondence and project overviews on behalf of the Executive
• Maintain an efficient flow of information between all levels of the Executive's team, as well as a wide variety of internal and external
stakeholders
• Process all incoming correspondence received in the office prioritizing and determining its disposition
• Process expense reports, prepare/monitor invoices and check requests, type meeting/call recaps and prepare internal communication
• Set and maintain Executive's calendar (review schedule), coordinate meetings, set conference calls (conference rooms, company vehicle,
training calendars, etc.)
• Maintain accessible filing system on behalf of the Executive
• Create and maintain a daily organizational system for the Executive's office
• Arrange and schedule travel for Executive (car service, hotel, air, etc.)
• Coordinate supply orders for department and facility (office supplies, dry goods, and other facility items)
• Maintain Department PTO & Vacation forms
• Adaptable and can work with varying personality types
• Perform other job-related duties as assigned

Qualifications

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 adding machine
• Physical demands with activity or condition may occasionally include walking, bending, reaching, standing, and stooping
• May require occasional lifting/lowering, pushing, carrying, or pulling up to 20lbs