Executive Administrative Assistant

Our team is responsible for Public Affairs, Communications, Community engagement and Sustainability. It is a fast-paced environment where ambiguity is a constant and thoughtful decision -making is crucial. We learn every day, and always challenge ourselves to build, enhance and develop the reputation of The Coca-Cola Company across North America.  

In this role you’ll have the ability to work cross functionally at all levels as you connect with others within the company. You must have considerable experience and success working directly with Senior Executives and key internal / external stakeholders in a fast paced, high volume, high standards global environment. We’re looking for a team player who is self-motivated, able to deal with ambiguity, and wants to be part of a function with big responsibilities and even bigger plans! 

What You’ll Do for Us  

Responsibilities: 

• Executive Calendar Management: Responsible for scheduling and managing the SVP’s calendar, including prioritizing, and resolving related conflicts, proactively scheduling important meetings with internal and external individuals, and maintaining an organized office. 

• Travel and Expense Planning and Reporting: Organizes and coordinates travel and related requirements for three (3) executives, including travel authorizations, flight tickets, hotel bookings, visas, airport transfers, and expense reports. Ensures that all travel arrangements are compliant with the Company’s Travel Policy. 

• Stakeholder Coordination: Works with internal and external executive stakeholders to coordinate high-level meetings and schedules. This includes drafting critical correspondence with key stakeholders, partners, and business leaders; tracking and managing follow-up with appropriate leaders. 

• Meeting Coordination: Provides support in arranging meetings, including coordinating the agenda, collaboration of presentations/information, handling logistics (such as conference registrations, room reservations both internal and external, and local travel). Additionally, provides hospitality for Senior Management or guests of the department which may include planning, arranging, and confirming all local logistics support. Collaboration with VIP support, production teams, and agencies to ensure meetings and presentations run smoothly, will be expected. 

• Function Planning: Oversees the planning and execution of key functional routines, including leadership team meetings, departmental outings, and business planning activities. Collaborates closely with and provides support to the Senior Director of Strategy & Planning to ensure the efficient and seamless operation of department-related meetings and activities. Responsibilities include facilitating legal approvals, coordinating with partners to compile necessary documentation, statements of work, and estimates, and ensuring that briefing materials are prepared and delivered promptly for executive review. 

• Clerical Duties: Performs general clerical duties including completing various forms such as purchase orders, shipping requests, travel expense reports, and invoice processing. 

• Support Team Operations: Engages in activities that support the Public Affairs, Communications & Sustainability team, ensuring effective communication and coordination within the team and with other departments. Collaboration with project managers and other administrative assistants on the team will be expected. 

• Department Ambassador: Serves as an ambassador for the department, fostering a positive and collaborative working culture. This includes organizing team-building activities, facilitating open communication channels, assisting in gathering, recognizing, and celebrating team achievements, and promoting best practices within the department.  

Qualifications & Requirements  

• High School and/or Bachelor’s degree in Business, Communications, or related field.    

• 10+ years of experience in a high-level support role. 

• Demonstrates clear initiative and problem solving; anticipates challenges and develops solutions. 

• Ability to effectively run cross-functional programs and projects, end-to-end with little supervision.  

• A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company.   

• Intermediate knowledge of MS Office, including Word, Excel, PowerPoint, Teams, and Outlook.    

• Strong attention to detail, interpersonal, and communication skills are needed.  

• Excellent time management and organizational skills to meet deadlines are needed.  

• Experience scheduling travel arrangements and schedule for management.  

• Experience successfully creating and/or modifying processes.   

• Exemplary organizational skills, strong attention to detail. 

• Ability to effectively communicate with others via telephone and/or in person in a professional and helpful manner while building credibility and rapport. 

What We Can Do For You  

• Growth Culture: Opportunity to work with and learn from all members of the team in supporting your career growth and development.   

• Benefits: A full array of benefits for your financial, health and well-being that starts on day one of employment.  

• Work Life Balance: Our Company works diligently to help ensure this is a reality for our associates.