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Executive Assistant to Senior Vice Presidents

2 months ago

Santa Monica, California, United States Red Bull Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide high-level administrative support to our Senior Vice Presidents of Sales for Category & Insights and Emerging Channels. This is a unique opportunity to contribute to the success of our organization and provide exceptional support to our leadership team.

Key Responsibilities:
  • Executive Support:
    • Manage calendars and travel arrangements for SVPs, ensuring seamless coordination and execution.
    • Plan and orchestrate meetings and conference calls across regions, ensuring effective communication and collaboration.
    • Process forms and expense reports, maintaining accurate records and ensuring compliance.
    • Ensure tasks and projects are completed correctly and on schedule, providing regular updates and progress reports.
    • Run and manage staff meetings, including agenda coordination and recaps, to ensure effective communication and decision-making.
  • Event and Coordination:
    • Lead the planning and production of all department-level activities, including off-sites, workshops, and team-building events, ensuring seamless execution and high-quality outcomes.
    • Manage and communicate Executives' calendars to assist with scheduling and prioritization, ensuring optimal use of time and resources.
    • Maintain our department calendar, coordinate regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes, to ensure effective communication and collaboration.
    • Provide administrative support to our sales departments and their respective department heads, ensuring seamless execution and high-quality outcomes.
  • Presentations and Communication:
    • Create high-quality PowerPoint presentations for SVP and other team members, ensuring effective communication and presentation of key information.
    • Partner with several departments, communicating information, analysis, or reports, to ensure effective collaboration and decision-making.
    • Route contracts through approval and signature, ensuring compliance and timely execution.
  • Administrative Tasks:
    • Manage team calendar, ensuring seamless coordination and execution of meetings and appointments.
    • Schedule appointments, meetings, and workshops, responsible for meeting minutes, to ensure effective communication and collaboration.
    • Make travel arrangements and verification of travel costs, ensuring compliance and timely execution.
    • Help with preparations for meetings and calls, ensuring seamless execution and high-quality outcomes.
    • Responsible for internal communications, collaboration, contact management, and information flow, correspondence on behalf of the manager, to ensure effective communication and collaboration.
    • Field incoming emails, faxes, mail, and calls, ensuring timely and effective response and resolution.
    • Filing and archive management, ensuring compliance and timely execution.
    • Help us onboard new employees, ensuring seamless integration and effective communication.
    • Verify invoices, supporting the manager or administrative responsibility for budget management, to ensure compliance and timely execution.
    • Manage specific small projects and research, ensuring high-quality outcomes and effective communication.
    • Other administrative tasks as assigned, ensuring seamless execution and high-quality outcomes.
Requirements:
  • 2+ years of experience in positions related to sales and marketing, with a proven track record of success.
  • Experience coordinating large events and meetings, with a focus on seamless execution and high-quality outcomes.
  • Project management experience, with a focus on effective communication and collaboration.
  • Experience supporting multiple leaders, with a focus on providing exceptional support and high-quality outcomes.
  • Understanding of P&L and business drivers, with a focus on providing strategic support and high-quality outcomes.
  • Understanding of business insight/category management principles, with a focus on providing strategic support and high-quality outcomes.
  • Bachelor's degree or equivalent work experience, with a focus on providing high-quality outcomes and effective communication.
  • Must be fluent in English, with additional language skills an advantage.
  • Travel 0-10%, with a focus on providing seamless support and high-quality outcomes.
About Red Bull North America:

Red Bull North America is a leading company in the beverage industry, known for its high-energy drinks and innovative marketing campaigns. We are a dynamic and fast-paced organization that values creativity, teamwork, and excellence.