Executive Assistant

Position Summary

To provide confidential, professional administrative support to the Senior Management Team so the company can achieve its goals and objectives.

Essential Functions

• Provides general administrative support (e.g. copying, faxing, mailing, filing, telephone and email support, calendar administration, preparing presentations, attending meetings, taking minutes, travel arrangements) to Vice-President/General Manager, Division Controller and other Senior Management as directed.

• Creates, prepares and provides Business Intelligence Sales reports to management team as needed (e.g. daily, weekly, and monthly).

• Oversees division’s vehicle, product liability and general insurance claims; resolves claims and issues on behalf of the company; responds to requests from vendors and customers for updated Certificates of Insurance.

• Coordinates events and programs according to established company policy and guidelines (e.g. holiday luncheon, Red, White and Boom VIP party, Circle of Champions dinner, safe driving awards, birthday and anniversary cards).

• Responds to all consumer questions and concerns and incoming donations requests both verbally and in writing; resolves issues according to established policy and secures required approval to respond to donation requests.

• Communicates with customers, management team and other employees regarding requests for information; supervisor and Senior management team regarding any problems or issues (e.g. employee concerns, consumer issues).

• Completes and maintains SKU deletions records, daily sales reports, vehicle accident reports, commercial property loss reports, quarterly packaging plans reports and other paperwork according to established company policy.

• Maintains confidentiality of financial information, pricing, customer information, insurance and litigation documents, wage and salary information and other sensitive and confidential information.

• Works assigned schedule, exhibits regular and predictable attendance and works outside of the normal schedule as required to meet workload demands. Performs other related duties as required.

• Maintains mailroom and supplies for postage machine, copier and fax machine (e.g. paper, toner, envelopes); ensures timely mail processing and maintains records of all outgoing Certified Mail.

• Oversees division’s coupon program; maintains supply and controls distribution.

Education Level

Minimum - High School or GED or equivalent degree

Preferred - 2 Year / Associate Degree in business management, sales or related field

Experience

3 – 5 years Executive support required

Computer Skills

Proficiency with Microsoft Office Suite.

Additional Requirements

Knowledge of: Microsoft Office Suite including Access; Business Intelligence Reporting; Adobe; Photoshop; beverage industry. Skill in: internal and external customer service. Ability to: work quickly, efficiently and independently; multi-task; prioritize; be detail oriented; meet deadlines in a pressured situation; communicate effectively with other employees and develop good working relationships; read and understand sales and financial reports; adapt to change; problem solve; operate a computer, copier, printer, fax machine, postage machine; read and write. Other functions, skills and abilities may also apply.