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Executive Assistant - New York, NY

Support
Ref: 328 Date Posted: Wednesday 16 Jan 2019
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The Executive Assistant is responsible for providing advanced administrative support to the CEO and the VP of Marketing.
 
He /She will prepare ad-hoc reports, presentations, and will handle information requests and expense processing. He /She will provide clerical support as needed in scheduling appointments, arranging meetings, travel planning, calendar management, and assist with various other duties requiring confidentiality and discretion of sensitive information. 
 
In this position, the Executive Assistant will represent the CEO and the VP of Marketing in the most courteous and professional manner. The Executive Assistant may also provide support to other senior executives or departments as directed (Executive Leadership Team and Corporate Affairs).

Job Responsibilities

  • Manage and maintain Outlook calendar, including all meetings, appointments, and travel for CEO, VP of Marketing, and other executives as requested
  • Respond effectively and, when appropriate, independently on behalf of the CEO and VP of Marketing to e-mail, written correspondence, and telephone inquiries
  • Prepare, plan, and coordinate domestic and international travel, hotel arrangements and/or events for the CEO and the VP of Marketing.
  • Schedule staff meetings with executive’s direct reports, and use independent judgment when organizing them   
  • Develop and maintain organizational systems for executives in compliance with Company document retention guidelines
  • Prepare high level communications 
  • Work closely with the Global Executive Assistants to schedule meetings, book hotels, and arrange car service when requested
  • Liaison with Corporate Affairs and Office Concierge to schedule company Facebook Live sessions
  • Support other departments with setup of meetings, gathering and printing of materials, when needed
  • Work along with employees from The Macallan and Highland Park Distilleries when VIP tours are requested
  • Prepare reports and spreadsheets for executive’s review
  • Prepare and reconcile expense reports for the CEO, and partial expense report support for the VP of Marketing
  • Represent the Executive Office at all times (especially when CEO is traveling). This may include occasional social events when deemed appropriate by the CEO
  • Independently anticipate and assemble materials needed for all of executive’s meetings
  • Occasionally participate in the Social Committee and/or Giving More Committees with the planning of office events. May require evening travel/ weekend work depending on the event   
  • Collaborate with the Office Manager and IT Specialist with facilitation of software, server access, computers, phones, office arrangements, set up of equipment and provision of supplies, and maintenance questions, or related items
  • Perform any other duties assigned by the Executive Leadership Team

Knowledge, Skills & Core Competencies Required

  • Bachelor’s Degree, or Associate Degree Required; or equivalent experience
  • Minimum of 3-5 years of experience in an administrative support capacity for Executives, or high level Directors
  • Previous experience in similar position required
  • Advanced proficiency in MS Word, MS Excel & MS PowerPoint
  • Knowledge of administrative procedures and systems such as word processing, managing files and records, designing forms, and other office procedures
  • Knowledge of the whisky industry would be beneficial, but not required
  • Ability and willingness to learn how to prioritize and make independent decisions
  • Strong time management and organizational skills
  • Ability to anticipate needs of others, and take action
  • Experience in coordinating communications across multiple departments
  • Detail oriented and able to multi-task
  • Excellent written and verbal communication skills
  • Ability to work with highly confidential information, and maintain confidentiality
  • Ability to function as a team player in a fast paced environment
  • Ability to work flexible hours, preferred
  • Occasional travel required
  • Eligible to work in the US
  • At least 21 years of age
  • In this position you should be able to demonstrate the leadership standards (Inspire, Change, Collaborate, Engage and Deliver) within your role on a day-to-day basis

Benefit & Perks

  • Competitive salary
  • 100% employer paid premium medical, vision, and dental coverage
  • 401k with company match
  • Flexible Spending Account
  • 100% employer paid premium long and short term disability
  • 100% employer paid premium life insurance and AD&D insurance
  • Additional life insurance options
  • Flex time
  • 13 Paid Holidays
  • 25 PTO Days
  • Summer Fridays Program
  • Employee Assistance Program
  • Generous employee referral program
  • Discounts platform access 
  • Paid parental leave
  • Pre-tax parking/commuter benefit

 

Edrington provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to general legal requirements, Edrington complies with applicable federal, state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.