Executive Assistant to Leadership Team

ITG Brands is the third-largest tobacco company in the USA with offerings of some of the most well‑known cigarette, cigar, and e-vapor brands. As a member of the globally recognized Imperial Brands PLC family, we are a forward‑thinking partner with operational integrity. ITG Brands is committed to putting consumers at the center of what we do, while creating an innovative workplace where inclusion, creativity, and bold thinking drive progress. This empowers us to bring our true selves to work, to collaborate more effectively through showing our passion and being confident to bring new ideas to the table. We are not afraid to seize opportunities and make things happen – both individually and collaboratively. We strive to exceed expectations by seeing things differently and doing things differently. This truly is a place where we all share a challenger mindset which drives our success. What You Will Do Under general supervision, responsible for providing administrative support managing complex schedules, handling diverse organizational tasks, and coordinating intricate travel arrangements, all while maintaining keen attention to detail, discretion, and sensitivity to confidential information. Key Responsibilities: Schedule Management Manage and coordinate complex calendars for multiple individuals, prioritizing and scheduling meetings, appointments, and events. Anticipate scheduling conflicts and proactively suggest alternative solutions. Ensure individuals are well‑prepared for meetings, including providing agendas, background information, and briefing materials. Manage requests and inquiries independently, demonstrating sound judgment and decision‑making aligned with stakeholder needs. Travel Arrangements Arrange and coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries. Ensure all travel arrangements align with corporate travel policies and meet the executives’ preferences. Manage visa applications and ensure compliance with international travel requirements. Expense Management Process expenses, invoices, purchase orders, and ad hoc payment requests, thoroughly verifying the accuracy of invoices before presenting them for final approval. Meeting & Event Support Organize and prepare for meetings, including gathering and preparing materials, setting up conference rooms, and handling logistics. Prepare and distribute agendas, record and circulate meeting minutes, and ensure follow‑up on action items until completion. Greets and welcomes internal and external guests, maintaining a professional and courteous atmosphere. Project manage key events for the Leadership Team. Support event planning and coordination for corporate events, executive off‑sites, and team‑building activities. Collaborate with other departments to ensure cross‑functional coordination of events. Confidentiality and Discretion Handle confidential matters with a high level of professionalism, discretion, and confidentiality. Ensure compliance with all company policies and legal requirements regarding confidentiality and data protection. Office & Relationship Management Maintain a well‑organized office environment, including managing supplies and coordinating with facilities for any necessary support. Provide backup support to other administrative staff as needed. Build and maintain strong working relationships with internal and external stakeholders. Represent the leadership team with professionalism and a positive attitude in all interactions. Act as an ambassador within the business demonstrating our Connections Behaviors. Work with colleagues and ensure knowledge of the business is up to date with what is happening across the business. Perform other job‑related duties as assigned. Qualifications Education and Experience High School Diploma / GED. 5+ Years related work experience, including but not limited to: Working in a corporate/fast‑moving environment. Using third‑party travel systems to book travel and accommodations, while also ensuring visa requirements are met and second passports are obtained if necessary. Managing multiple calendars simultaneously, ensuring seamless coordination and prioritization of appointments and meetings. Must be 21 years of age or older. Knowledge Advanced proficiency with Microsoft Office (Outlook, Word, Excel, & PowerPoint) and Microsoft Teams. Knowledge of SAP Concur, Workday, and the processes for raising purchase orders, completing expenses, and tracking finances. Skills Connecting the dots across the business, identifying overlapping meetings or travel plans, and proactively suggesting more efficient ways to coordinate and optimize schedules. Verbal and written communication. Problem/situation analysis. Effective time and task management. Multitasking capabilities. Flexibility and adaptability. Abilities Read, write, and speak English fluently. Manage multiple work projects, coordinate the calendars of multiple individuals, and organize multiple travel arrangements concurrently. Maintain a highly professional approach and remain calm under pressure. Communicate to a broad and diverse audience. Plan, organize, prioritize and manage projects or programs. Maintain effective working relationships. Demonstrate critical thinking. Work with diverse populations and varying education levels. Receive and communicate information orally and in writing. Prioritize assignments, workload, and manage time accordingly. Work Environment and Physical Demand Requires light physical effort. Occasionally lifts or moves light objects (under 10 lbs.). Walks, sits, or stands for prolonged periods. Requires prolonged machine operation including computer and keyboard equipment. What We Offer Competitive benefits package that includes medical, dental, vision, life insurance, and disability plans. Dollar for dollar 401k match up to 6% and 5% annual company contribution. 15 company‑paid holidays. Generous paid time off. Employee recognition and discount programs. Education assistance. Employee referral bonus program. Annual Base Salary Range $57,936.00 - $72,420.00. Final compensation will be determined based on experience, qualifications, and internal equity. This role may also be eligible for annual bonus or incentive compensation. Everyone Belongs ITG Brands and ITG Cigars provides equal employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. If you have a concern about discrimination in the application or hiring process or you need an accommodation based on religion, disability or pregnancy in the application or hiring process, please contact us at View email address on click.appcast.io. Privacy Notice We collect personal information from you in connection with your application for employment with ITG Brands or ITG Cigars. For more information, please see our Privacy Policy. If you are a job applicant from California, additional information can be found on our California Applicant Privacy Notice. If you have questions, contact us at View email address on click.appcast.io. #J-18808-Ljbffr