Overview
Administrative Assistant Jobs in White Plains, NY at Freixenet Mionetto USA
Title: Administrative Assistant
Company: Freixenet Mionetto USA
Location: White Plains, NY
About Freixenet Mionetto USA:
Freixenet Mionetto USA is one of the largest sparkling wine companies in the U.S. Freixenet Mionetto USA is a culmination of devotion to the art of winemaking. With global success drawn from an equal blend of quality, passion, and innovation, Freixenet and Mionetto have joined forces to provide a one-stop shop to meet industry and consumer needs for all-things-sparkling wine.
Position Summary
The Administrative 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.
Travel Coordination and Booking:Responsible for booking all International and domestic flights, ground services, and hotels for Executive Team.
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. assist in the preparation and distribution of meeting agendas and materials.
Corporate Event Support:Assist the Project Manager & Events Manager in event planning as well as provide on-site support during the Sales & Marketing Summit as well as the Summer Campus events.
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 Administrative Assistant Experience
Proficiency in Microsoft Suite (i.e. Word, Powerpoint, Excel, Sharepoint)
Experience with Concur SAP is a plus
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