Sr. Executive Assistant

5 days ago

San Antonio, United States FBD Partnership, LP Full time
Job DescriptionJob Description

FBD Partnership, L.P. is the leading, global manufacturer of frozen beverage dispensers located in San Antonio, Texas. With a customer-first business philosophy and a team dedicated to the highest product quality, FBD develops and manages strong, long-term relationships with customers in the quick-service restaurant, convenience store, theater, and theme park industries. More information about the company can be found at https://www.fbdfrozen.com/

Summary:

The Sr. Executive Assistant, R&D provides a high level of support to the Managing Director, R&D, and other company executives by efficiently managing the R&D office including performing clerical and administrative duties with a high degree of integrity, professionalism, and confidentiality.

Essential Duties and Responsibilities:

  • Act as the primary point of contact for executives, employees, clients, and external partners, ensuring exceptional support and customer service.
  • Manage the flow of information and executives' calendars.
  • Handle travel arrangements, expense reports, and meeting logistics for executives; take and distribute meeting minutes.
  • Coordinate and manage vendor or customer visits, events, and contract maintenance.
  • Support the Managing Director to ensure the budget is maintained on a weekly, monthly, and annual basis.
  • Oversee office management tasks, including supplies, equipment, and furniture; coordinate updates with the Administrative Services Manager as needed.
  • Format and prepare internal and external communications such as memos, emails, presentations, and reports.
  • Screen and direct phone calls and distribute correspondence.
  • Ensure the maintenance and organization of office filing systems and sensitive information, adhering to record handling and retention requirements.
  • Maintain office areas, including break rooms and meeting rooms, and coordinate company events to foster a strong culture.
  • Travel between San Antonio offices and run errands when needed.
  • Enter and process purchase requests in the Enterprise Resource Planning(ERP) system, IFS.
  • Support safety-related supplies and participate in safety committee functions.
  • Uphold strict confidentiality in all tasks.
  • Perform other duties and projects as needed and assigned.

Minimum Qualifications - Education/Experience:

  • Must have a High School Diploma. Bachelors’ degree highly desired.
  • Must have a minimum of 5 years of experience as an Executive Assistant in a professional business setting.
  • Must be able to anticipate the needs of the Executive Team. Previous experience supporting an Executive team in a family owned or privately owned company is highly desired.
  • Must be able to exercise discretion and maintain confidentiality with sensitive company information.
  • Ability to develop and sustain a high level of professionalism among staff and customers.
  • Excellent organizational skills with an ability to think proactively and prioritize work.
  • Proficient with MS Office (Word, Excel, PowerPoint, and Outlook).
  • Must have excellent communication skills because of daily contact with the Executive Team, Sales, Operations, Human Resources, and Engineering.

Physical Demands:

  • Required to sit, type, have eye/hand/foot coordination, occasionally stand, walk, reach, grasp, lift, carry, push, and pull.
  • Ability to lift and/or move up to 20 pounds.
  • Clarity of vision including the ability to appropriately differentiate colors.
  • Ability to hear, understand, and distinguish speech and other sounds.

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