Administrative & Executive AssistanceExecutive Support
About the job
Requirements
Five or more years of experience as an Executive Assistant to senior leadership in a professional office environment.
Strong oral, written, grammar, and interpersonal communication skills, including the ability to communicate clearly and professionally with senior leaders and external partners and collaborate with people in a wide variety of roles.
Strong relationship management skills.
Strong technical competency, specifically experience with Microsoft Office Suite, including Excel, Outlook, and Word.
Excellent organizational skills, attention to detail, foresight to anticipate questions and issues, and the ability to adapt to changing priorities.
Ability to work independently with minimal supervision.
Ability to maintain confidentiality and exercise professional discretion.
Ability to organize and prioritize workload, solve problems, and analyze business and financial data.
Ability to use a personal computer and company and industry software to communicate by email and prepare reports and other documentation.
Ability to maintain a seated posture for prolonged periods and operate computer equipment; bend, stoop, and twist for filing and general office duties; occasionally exert up to 10 pounds of force; communicate and operate office equipment using speech, hearing, and vision; and perform fine hand and wrist movements.
Ability to comply with company policies and procedures, including safety policies and best practices, and maintain regular and punctual attendance.
Willingness to work a flexible schedule, including occasional event and weekend work.
Responsibilities
Organize, manage, and coordinate the business activities of multiple executives, including calendar management, travel administration, report preparation, project management, meeting and speaking arrangements, company records management, data analysis, and responding to inquiries from internal and external leaders.
Act as a communication liaison representing executives to others.
Coordinate internal and external meetings and events; prepare agendas, coordinate participants and activities, and reserve and prepare facilities and materials.
Exercise independent judgment and discretion in interpreting policies, setting priorities, and handling matters with tact and poise.
Assist with catering and event management as required.
Monitor progress and coordinate special projects.
Prioritize conflicting needs, handle matters promptly and proactively, and follow through to complete projects under deadline pressure, including adapting schedules to frequent and last-minute changes.
Schedule speaking engagements, prepare speeches, and create presentations collaboratively with the Strategic Execution and Communications and Marketing teams.
Conduct research, collect and analyze data, and prepare reports and documents.
Monitor and prepare budget and expense recaps and reports.
Deliver and pick up business- and personal-related correspondence, supplies, recognition gifts, and donations.
Handle confidential matters, information, and communications, and use organizational knowledge and judgment to facilitate executive activities.
Identify ways to increase efficiency and provide support.
Prepare communications accurately, compose correspondence, and respond to inquiries on one's own initiative.
Answer telephone calls and handle requests for information at an advanced level; monitor, screen, respond to, and distribute communications.
Set up and maintain department records and files, and file and retrieve documents and reference materials.
Manage internal meeting schedules, agendas, reservations, and preparation activities, ensuring required materials are available.
Represent the company and executives professionally when responding to public and business requests.
Maintain harmonious working relationships and collaborate with company leadership, coworkers, team members, clients, and other internal and external contacts.
Provide customer service and professionalism when interacting with internal and external customers and clients.
Develop relationships with key internal and external contacts and build understanding of the company, its business, and its culture.
Provide direction and supervision to other administrative staff and team members as needed.
Desired Qualifications
A bachelor's degree in Business Administration, Communications, or another related field.
Previous experience in a distribution business.
Previous project management experience.
Cheers to a Beer & Spirits Career!
Join the team that has been recognized by both USA Today and The Dallas Morning News as a Top Workplace!
The fact that you landed here indicates you are looking for a better workplace. Maybe you feel unappreciated, and you are tired of being treated like just another employee. When you join our team, you become part of the Andrews
family, a place where you valued and respected.
We invest in our team members and are dedicated to their success by offering:
Weekly Pay, Every Friday
Health, Dental, & Vision Insurance
Paid Vacation & Sick Time
401k with Company Match (FREE Money!!)
And yes, you will receive free Beer throughout the year! (Root beer to those under 21 years old.) After all, you will be working for an award-winning BEER & Spirits distributor, and we want you to enjoy the brands you already love like Modelo, Coors, Miller Lite, Corona, Heineken, Blue Moon, Shiner, Sam Adams, Dos Equis, Revolver, Lakewood, Rahr, Truly, Topo Chico, Twisted Tea, Pacifico, and many more!!
And for those who enjoy spirits, Andrews is now distributing some of the top brands within the Spirits category such as Buffalo Trace, Fireball, Southern Comfort, Corazon, Wheatley, Seagram's, Canadian Mist, and other Whiskey, Rum, Vodka, Gin, Brandy, Cognac, and Tequila brands!
The Executive Assistant is responsible for supporting the business activities of key executive(s); initiates and completes projects with accuracy and within deadlines in a fast-paced environment. Provides a strong, strategic partnership with the executive(s) to improve day to day efficiency. The Executive Assistant has responsibility for complex and confidential administrative assignments, and providing administrative support to one or more Executive/Company Leader(s). This position requires professionalism, a high level of discretion and the ability to be organized, detailed oriented and manage multiple priorities.
WORK TASKS
Executive Support and Prioritization
Organizes, manages and coordinates the business activities of multiple key executives including but not limited to schedule/calendar management, travel administration, report preparation, project management, professional meeting/speaking arrangements, company records management, data analysis and responding to inquiries from leaders within and outside the company.
Acts as a communication liaison representing key executive(s) to others.
Coordinates and arranges internal, structural and external meetings and events; prepares agendas, coordinates activities/participants and reserves/prepares facilities and materials.
Exercises independent judgement and discretion in policy interpretation and setting work priorities; responsibilities require discretion, judgement, tact and poise.
Assists with catering and event management as required.
Monitors progress and coordinates special projects.
Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through on projects ensuring completion while working within deadline pressures. Demonstrates problem-solving abilities and ability to prioritize schedules based on frequent and last minute changes.
Schedules speaking engagements, prepares speeches and creates presentation collaboratively with the Strategic Execution and Communications, and Marketing teams.
Conducts research, collects and analyzes data to prepare reports and documents.
Monitors and prepares budget and expense recaps and reports.
Delivers and picks up business and personal related correspondence, supplies, recognition gifts, donations, etc.
Handles confidential matters, information and communications.
Uses discretion and judgement and knowledge of organization to facilitate the executive’s activities.
Proactively looks for ways to increase efficiency and provide support.
Executive Communications
Handles a wide range of administrative and executive support-related tasks in support of assigned leaders and executive business support.
Prepares various forms of communications ensuring accuracy and composes correspondence and responds to inquiries on own initiatives.
Answers telephone and handles requests for information at an advanced level.
Monitors, screens, responds to and distributes incoming and outgoing communications.
Sets up and maintains department records and files; files and retrieves documents and reference materials.
Manages internal meeting schedules, agendas, reservations, meeting prep activities and ensures required materials are available.
Responds to public and business requests as a representative of the Company and the executive ensuring a professional and appropriate public representation.
Executive and Leadership Collaboration
Establishes and maintains harmonious working relationships with company leadership, co-workers, team members and clients ensuring effective collaboration.
Provides superior customer service and professionalism when interacting with internal and external customers/clients.
Proactively develops relationships with key internal and external contacts gaining the recognition as a highly proficient and valued team resource.
Exhibits a great attitude to positively impact interactions with internal and external clients.
Develops and maintains a high level of understanding of the Company, the business and the culture.
Provides direction and supervision to other administrative staff and team members as needed.
*Important Note: Requires a willingness to work a flexible schedule with occasional event and weekend work as required.
This list is not all inclusive of other tasks and subtasks that may be necessary in performing this role, but rather an overview of the role’s primary work tasks.
CAPABILITIES
An Executive Assistant has a greater opportunity to succeed if they can develop and master the following job related competencies and KSAs.
KNOWLEDGE
Andrews Business Strategies
Andrews Portfolio
Andrews Structure and Understanding
Beer, Spirits, Beverage and Distribution Industry
Budget Planning
Business Acumen
Company Travel Guidelines
Company Vehicle Program
Competitive Portfolios
Elevate Your Game Competencies
Event Management
Financial Acumen
HR Laws, Processes and Polices
Safety Procedures and Policies
Standards for Service Professionals
TABC Guidelines
SKILLS & ABILITIES
Ability to Adapt Leadership Style to Reflect the Situation
Ability to Build Trust
Ability to Collaborate and Influence At All Organizational Levels
Ability to Organize and Prioritize Workload
Ability to Solve Problems and Develop Potential Solutions
Ability to Use Professional Discretion and Maintain Confidentiality
Active Listening and Feedback Skills
Analytical Thinking and Problem-Solving
Attention to Details Skills
Communication and Interpersonal Skills
Decision Making Skills
Event Management Skills
Gathering, Interpreting and Applying Business/Financial Data
Innovative and Creative Thinking Skills
Presentation and Facilitation Skills
Relationship Building Skills
Strategic Thinking Skills
Team Building and Collaboration Skills
Technical Aptitude/Computer/iPad Skills
QUALIFICATIONS
A qualified candidate for the Executive Assistant role should satisfy the expectations below:
REQUIRED
Five or More Years of Previous Executive Assistant to Senior Leadership Role in a Professional Office Environment
Strong Oral, Written, Grammar and Interpersonal Communication Skills; Ability to Communicate Clearly, Professionally and Effectively with Senior Leaders and External Partners; Ability to Work and Collaborate with a Wide Variety of People and Roles
Strong Relationship Management Skills
Very Strong Technical Competency, specifically MS Office Suite Experience (Excel, Outlook and Word)
Excellent Organizational Skills; Foresight to Anticipate Questions/Issues, Attention to Detail and Ability Adapt to Changing Priorities
Self-motivated, Energetic Learner and Ability to Work Independently with Minimal Supervision
PREFERRED
Bachelor’s Degree in Business Administration, Communications, or Other Related Field
Previous Distribution Business Experience
Previous Project Management Experience
PHYSICAL REQUIREMENTS & ESSENTIAL FUNCTIONS
Ability to maintain a sustained posture in a seated position for prolonged periods of time and operate computer equipment.
Ability to bend, stoop, and twist is required for filing and general office duties.
Exerts up to 10 lbs of force occasionally and/or negligible amount frequently to move office-related items or materials.
Ability to use a personal computer for tasks such as communicating via email and preparing reports and other forms of documentation using company and industry software.
Ability to speak, hear, and see is required to communicate with employees, and to operate computers and office machinery.
Hand-eye coordination and fine manipulation skills are necessary to operate computers and various office equipment.
Continual hand/wrist motion is required to operate computers and office machinery.
Ability to perform job functions in compliance with company policies and procedures, including safety policies and best practices.
Must maintain regular and punctual attendance.
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