Executive Administrative Assistant

at  Southern Glazers Wine and Spirits

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

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