Executive Assistant

Executive Assistant

Position Summary: This position provides a high level of diversified administrative support to Executives. This position coordinates extensive domestic travel plans, manages executives' schedules, communications, and meetings. The Executive Assistant serves as a key partner, maintaining strong relationships with internal stakeholders and external partners while ensuring seamless day-to-day operations and execution of leadership priorities. This is not a remote position, as you will need to be in the office 75%+ of the time.

Job Responsibilities

Executive Support and Coordination:

• Manage dynamic executive calendars, including scheduling meetings, appointments, travel, and special events.
• Coordinate and oversee complex domestic travel arrangements, ensuring seamless planning and execution.
• Screen and prioritize incoming communications, including phone calls and messages, responding on behalf of executives when appropriate.
• Serve as a liaison between executives and internal/external stakeholders, ensuring effective and professional communication.

Administrative and Operational Support:

• Provide comprehensive administrative support, including preparing correspondence, reports, and presentations (PowerPoint, Excel, etc.), often involving confidential information.
• Maintain organized records and files, including highly sensitive documents, ensuring confidentiality and accuracy.
• Support planning and execution of meetings and events, including senior-level (top-to-top) engagements, in partnership with vendors and internal teams.
• Assist with charitable and community-related initiatives, including event coordination and administrative logistics.

Project and Strategic Support:

• Support cross-functional initiatives and special projects, including research, data gathering, and presentation development.
• Partner with internal teams (e.g., Analytics, Operations) to compile insights and support business needs.
• Communicate on behalf of leadership, providing context and clarity to align stakeholders and drive outcomes.
• Collaborate with other administrative professionals to ensure alignment and execution of organizational priorities.

Other duties, as assigned by the jobholder's supervisor, may also be required.

Minimum Qualifications

• Bachelor's degree in related field and/or equivalent training and work experience
• Minimum of 5 years' experience in administrative position with similar responsibilities supporting Executive Members
• Advanced PC skills using MS Office, including Excel (data organization, basic formulas, filtering) and PowerPoint (formatting and preparing executive-level presentations)
• Must be a results-oriented professional with verbal/written communication skills using diplomacy and discretion as well as customer service skills
• Ability to multi-task, work independently and/or within a team, pay attention to detail and meet deadlines
• Analytic and Reporting skills
• Utilize sound judgement and problem-solving skills
• Ability to work in fast-paced, high-volume, team environment

Preferred Qualifications

• Experience using AI-powered tools (e.g., Copilot) to enhance productivity and workflow efficiency
• Familiarity with data visualization and reporting tools (e.g., Power BI, Web Intelligence [WebI], SAP)

Physical Requirements

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone

Competencies

• May help coordinate the work of junior members of the team.
• Resolves issues which are often varied and non-routine. Undertakes analysis and investigation to solve issues.

This job description is only a summary of the typical functions of this position, not an exhaustive or comprehensive list of all possible job responsibilities, tasks and duties. Responsibilities, tasks, and duties of individual jobholders may vary from the above description.

Breakthru Beverage Group