Executive Assistant

EXECUTIVE SUPPORT
Calendar & travel management for EVP (domestic and international).
Plan and orchestrate meetings/conference calls across teams.
Process forms and expense reports.
Ensure that tasks and projects are completed correctly and on time.
Proactively communicate follow-up information on all matters.
Run/manage staff meetings including agenda coordination and timely action-oriented recaps.
EVENTS & MEETING SCHEDULING, PLANNING, & COORDINATION
Lead the planning and production of all department level activities, including off-sites, workshops and team building events.
Manage and communicate Executives' calendars and assist with time management and prioritization.
Maintain department calendar; schedule and coordinate regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes.
Provide admin support to Distribution departments and their respective department heads as needed.
PRESENTATIONS & COMMUNICATION
Create high quality PowerPoint presentations for EVP and other team members.
Liaise with various departments communicating information, analysis or reports.
Route contracts through approval and signature.
PLANNING AND ANALYSIS
Contribute to the development of long-term strategic missions, objectives, and appropriate KPIs across business segments and functions.
Provide thorough analyses of business goals; identify helpful and harmful factors contributing to their success.
Develop scorecards, trackers, tools, and reports that assist the Distro LT in assessing performance.
Provide quantitative analytic support on projects requiring financial or data analysis.
Evaluate proper utilization and allocation of resources across business segments and functions.
BUSINESS PROCESS IMPROVEMENT
Work collaboratively with department leads to map and document current processes from end to end.
Conducts focus group interviews, collect, codify, and implement best practices from HQ, sharing nationally where appropriate.
Evaluate the applications and/or workflow process and provide recommendations to leadership on process improvements or automation opportunities.
Develop improvements to business planning process to increase productivity and efficiency.
Manage business planning timeline and deliverables to ensure alignment across all levels of SaMo team.
Partner with project leaders to effectively manage documentation and tracking of project milestones, schedules and resource needs.
Develop, enhance, and monitor project management methodologies ensuring that a streamlined process exists, and ensure that projects are implemented and successfully delivered to meet standards and requirements.
ADMINISTRATIVE TASKS
Organizing and maintaining team calendar.
Scheduling appointments, meetings and workshops, responsible for meeting minutes.
Make travel arrangements and verification of travel costs.
Assist in preparations for meeting and calls.
Responsible for internal communications (collaboration, contact management etc.) and information flow, correspondence on behalf of the manager.
FILING & ARCHIVE MANAGEMENT
Onboarding of new employees.
Verification of invoices, supporting the manager or administrative responsibility for budget management (FRE, SRE, TRE, budget closing, invoicing, tracking of budget, re-charges).
Carrying out specific small projects & research, assist in projects.
Other administrative duties as assigned (e.g., ordering office supplies, send FedEx).
COMMUNICATIONS AND TEAMWORK
Strong interpersonal and influencing skills.
Professional/polished communication style.
Actively listens, expresses ideas/thoughts effectively.
Ability to work with multiple managers and personality types.
Works within and outside formal lines of authority.
Patient & humble – partners effectively with various stakeholders.
5+ years’ experience in positions related to sales and distribution with strong analytical skills
Familiarity with database related tools such as Circana IS a plus
Understanding of P&L and business drivers
Understanding of business insight/category management principles
Strong MS Office Skills: Outlook, PowerPoint, Excel and Word, must be very proficient
Strong written/verbal communication – professional writing skills (internal emails, etc.)
Experience in coordinating large events & meetings preferred
Capable of working well with diverse personalities
Excellent organization and project management skills

Employment type
Full-time

Work arrangement
No