Job description
PURPOSEThis Executive Assistant provides administrative and project support to two Senior Vice Presidents. This includes calendar management; travel planning; preparation of reports, correspondence, and presentation decks; and other administration activities to effectively support the successful performance of each of these executives and their respective teams. The Executive Assistant leads and/or collaborates in the budget management process for both departments. This role is also responsible for the effective coordination of certain details and logistics pertaining to each department’s internal and external events.
KEY ACCOUNTABILITIES
Administrative Support
• Manage the day-to-day business activities and functions of the assigned executives, ensuring that shifting priorities are addressed and daily objectives are met.
• Manage the executives’ calendars, partnering with Executive and Administrative Assistants across the organization to effectively schedule and adjust meetings and appointments to ensure maximized use of time, in alignment with business priorities.
• Manage each executive’s email communication; screening and evaluating for priority, resolution, routing, or response.
• Manage all incoming and outgoing communication, ensuring priorities are met and all written and verbal communication is delivered with the highest level of integrity and professionalism.
• Plan and coordinate all travel activities, maintaining adherence to budget and calendar constraints and ensuring all aspects of each trip are well-executed.
• Prepare and distribute monthly T&E reports for all team members in both departments.
• Compile information and prepare agendas, presentation decks, and other relevant meeting materials to ensure the effective execution of all internal and external meetings.
• Coordinate all incoming and outgoing deliveries with messenger services and mailroom.
• Maintain discretion and confidentiality with respect to all sensitive personal and business information and activities.
• Provide onboarding training, as necessary, to familiarize new team members with systems, processes, and ways of working.
Event Coordination
• Plan and coordinate all elements of any onsite or offsite meetings hosted by the respective departments, ensuring timely and thorough coordination of venue, catering/beverage service, technology setup, materials, etc.
• Manage invitations, guest lists, participant registrations and inquiries for all events.
• Travel, as necessary, to support offsite conferences and events, including setup, participant check-in, vendor coordination, etc.
• Coordinate and deliver any necessary event follow-up, including summary documents, surveys, thank you notes, etc.
Budget Management
• Monitor adherence to annual budgets for both departments, approving and reconciling vendor invoices against forecasts.
• Vet and onboard new vendors, ensuring NDAs, MSAs and SOWs are agreed upon and signed, in collaboration with Legal and Procurement teams.
• Collaborate with Legal and Procurement teams and third-party vendors to facilitate annual contract renewals.
• Issue purchase orders and track all payment processing.
• Prepare and report monthly budget status and variances.
• Coordinate and track any reclassification of expenses, as necessary.
• Collaborate with Finance team to manage end of year budget reconciliation, including accruals and deferrals.
QUALIFICATIONS, EXPERIENCE & SKILLS REQUIRED
Education: Bachelor’s degree required
Professional Experience
8+ years of administrative support experience required; significant executive-level support preferred
Wines and spirits and/or luxury consumer goods experience preferred
Experience planning all aspects of complex national and international business trips
Practical/Technical Knowledge
Administrative systems expertise, particularly PowerPoint, Outlook, Excel and Zoom
Highly organized and efficient
Meticulous attention to detail and accuracy
Well-developed, professional verbal and written communication skills
Ability to effectively prioritize and carry out job responsibilities with little direction
Some knowledge of budget management and/or invoice processing preferred
2-3 days/week on site
2-3 days/week remote
6 month FREELANCE
Expired job
