Executive Administrative Assistant

3 weeks ago

San Antonio, Texas, United States Whataburger Full time

Welcome to Whataburger CareersSummary Description: This position is responsible for performing various business and administrative duties for assigned Chief Marketing Office CMO). Maintains a close and highly responsive relationship with the day-to-day work activities within assigned functions. Works independently, receiving minimum supervision and guidance in carrying out assigned responsibilities.

Responsibilities:

Responds on behalf of Executive to incoming emails and other written correspondence, when appropriate, and decides when to forward the CMO incoming correspondence to others to answer.Organizes and prioritizes large volumes of information and calls for the Chief marketing Officer and decides which calls can be handled by self or others to relieve the CMO.Maintains an accurate calendar of appointments for the Executive. Proactively coordinates appointments, meetings, and travel arrangements. Assist department in the management of schedules.Assists the Business Manager with any department communications as needed by recommending content and method for distribution of communications.Recommends the content for, creates, and develops visual presentations for the Chief Marketing Officer and others in the department as needed, including charts, tables, and graphs.Provides support for weekly/monthly meetings as needed, including taking meeting notes, conducting research on action items, and making recommendations on issues where decisions are needed.Drafts talking points and agenda for Chief Marketing Officer for monthly department Town Hall meetings. Coordinates on-site and off-site meetings and other events as directed by CMO. Ensures events, both on and offsite, are planned and executed on time and on budget. When third-party vendor support or event space is needed for a meeting or event, negotiates contracts with the vendor(s), including recommending to the CMO points of contracts that need to be negotiated and revised.Recommends budget for office supply and other administrative expenses.Monitors adherence to department budgets by assisting with the review of department monthly variance reports for all Business Units and making recommendations to Finance on handling any discrepancies/variances.Monitors department team sites to ensure information and documents are organized and updated on a routine basis.Maintains department files and records, to include the company's Policy and Procedures, Brand Guide Book, Operations Manual, Division contact lists, and e-mail distribution lists. and orange folders, and reviews to ensure quality of documents and flow of information.Works independently as well as within a team on special non-recurring and ongoing projects. Acts as a project coordinator for special projects, including planning and coordinating multiple presentations, disseminating information, and assisting in the organization of various departmental meetings.Assumes additional responsibilities assigned. Education: High School Diploma or equivalent work experienceBachelor's Degree preferred Experience: 0-6 months experience preferably in the restaurant industry Knowledge, SKILLS, AND ABILITIES: Proficiency in MS Office Word, Excel, Outlook, PowerPoint, One Note, and Microsoft TeamsProficiency in ConcurProficiency in Microsoft Strategy, Oracle, UKG DashboardWorking Knowledge of Dynamics Customer Care DatabaseProficiency in JD Edwards preferredDemonstrated technical troubleshooting skillsMaintains strict confidentiality regarding routine and non-routine information Working Conditions/Travel Requirements: Expected to work the necessary time to satisfactorily fulfill job responsibilitiesMust be able to report to work timely and as required by operational/business needsMust be able to work a full-time schedule and work outside of normal business hours when necessarySome travel, both locally and long distances, (including air travel), to worksites, meeting sites, and other locations may be necessary300 Concord Plaza Dr San Antonio TX

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