Executive Assistant

4 weeks ago

White Plains, United States Freixenet Mionetto USA Full time
Position Summary

The Executive Assistant is critical role that will assist in maintaining the rhythm of the business by supporting the Executive team through proactive planning, and execution of administrative support. Reporting to the Project Manager, the ideal candidate will be a problem solver who has excellent communication skills and impeccable attention to detail. As you progress in the role, there will be opportunities to for become the subject matter expert in certain areas such as New Hire onboarding supporting the sales team.

The position will include calendar management, travel coordination and expense reporting for the Exec Team as well as ADHOC support and projects for the Project Manager (PM). An ability to multitask, manage complex changing schedules and meet critical deadlines is essential to this position.

Key Responsibilities
  • General Support: Routinely perform a wide variety of support duties for Project Manager and Executive Team.
  • Calendar Management: Coordinate Exec Team business calendar of meetings, video conferences, appointments, and social events. Continually re-assessing priorities. redirect matters to staff to handle, or handle matters personally, as appropriate.
  • Coordination and Booking:Responsible for booking all International and domestic flights, ground services, and hotels for CEO/CFO/CSOO.
  • Communications: Draft, review and send written communications on behalf of the Exec team. Thorough, helpful, friendly and clear verbal and written communications with all employees.
  • Communications: Draft, review and send written communications on behalf of the Exec team. Thorough, helpful, friendly and clear verbal and written communications with all employees.
  • Meeting Logistics & Support: Ensuring all meetings requirements are meet, including room setup and catering, as well as assist in the preparation and distribution of meeting agendas and materials.
  • Corporate Event & Incentives Support: Assist the Project Manager in event planning for internal and external facing programs including planning and logistics, vendor & budget management, client communications and provide on-site support, when needed. Events include Sales & Marketing Summit, Summer Campus, Sales Business meetings and educational trips
  • Collaboration: Foster positive relationships with other departments, including Marketing, Trade Marketing, Administration, Logistics, and Finance, to ensure
  • collaboration, priority alignment & meet overall business goals in a timely fashion.
  • Expense Tracking & Reporting: Process improvement for tracking Corporate/CFO expenses and invoices as well as ensuring expense reports are completed in a timely manner for Exec Team and reconciled on a monthly basis.
  • Confidentiality and Professionalism: As a key representative of our Executive team, confidentiality and professionalism must be maintained as well as an ability to handle sensitive matters with ease.
  • Projects: Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

Requirements:
  • Experience working in a office environment, performing administrative tasks, and providing support to executives. A minimum of 2-5 years of Executive Assistant Experience
  • Proficiency in Microsoft Suite (i.e. Word, Powerpoint, Excel, Sharepoint)
  • Experience with Concur SAP is a plus
  • Ability to work well under pressure and navigate multiple deadlines
  • Proactive approach to problem-solving and process improvement
  • Ability to work well independently and in collaboration with others
  • High level of Professionalism and discretion when handling sensitive information
  • Expected to be in the office 4x a week

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Compensation & Benefits:
  • Base salary range: $65,000/yr.- $80,000/yr. exact compensation may vary based on skills and experience.
  • Medical, Dental, Vision plans
  • Matching 401(k)
  • Generous PTO (Paid Time Off)
  • Short and long-term disability
  • Employee Wine Allowance
  • Many more...

Freixenet Mionetto USA is an Equal Employment Opportunity Employer.

Freixenet Mionetto USA, the US subsidiary of Henkell Freixenet, offers a comprehensive portfolio of premium, iconic sparkling wine brands from renowned producers around the world. Led by quality and innovation, the company ranks in the top six sparkling wine companies in the US and is #1 globally.

Freixenet Mionetto USA is the exclusive agent for the most prestigious wine estates in the world. These producers are benchmarks within their respective regions and categories. The portfolio includes Freixenet (Penedès), Freixenet Prosecco (Veneto), Mionetto (Valdobbiadene), Segura Viudas (Penedès), Gloria Ferrer (Sonoma), Mia (Barcelona), Henkell (Wiesbaden), Alfred Gratien (Champagne), Gratien & Meyer (Loire), Bollicini (Italy), WindVane (Sonoma), Schloss Johannisberg (Rheingau), Castello di Monsanto (Tuscany), Monrosso (Tuscany), Pertinace (Piedmont), 50° Riesling (Rheingau).

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