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Southern Glazer's Wine and Spirits Executive Assistant/Office Manager in Miami, Florida

Description

Summary of the Job

This position is ideal for a well-organized person who enjoys multi-tasking and working with both technology and people. Daily office administration

duties include, overseeing appointment setting and schedules, and processing samples and greeting of visitors to SGWS Wynwood.

Primary Job Responsibilities

•This role will run as admin support for the overall events department with a primary function as Lee Schrager’s Executive Assistant.

(Supply ordering, meeting room bookings, etc.)

•Process all samples for Wynwood events, follow process through with warehouse including tracking to ensure delivery to venue of

correct product by needed date.

•Serve as Front Desk receptionist.

•Assist Special Events team with samples and donation requests as able.

Tasks

•Provide extensive phone coverage and follow-up calls; sets up videoconference and conference calls.

•Coordinates all paperwork necessary for the executive to review and approve in a timely manner. This includes, but is not limited to,

travel and expense reports, personnel requisitions, vendor contracts, and invoices.

•Responsible for coordinating all travel arrangements to include coordinating flights, car rentals and accommodations for a number

people within the department.

•Establish follow-up systems for projects, calendar management and e-mail management

•Maintains accessible filing system

•Maintain an orderly Reception area which includes but is not limited to: conference room reservations, greeting of visitors.

•Answer and screen telephone calls and routes them to proper area

•Coordinates weekly, bi-weekly, and monthly meetings and prepares meeting agendas

•Schedules and maintains outlook calendar of appointments, meetings, travel itineraries and coordinates related arrangements.

•Coordinate supply orders for department and facility (office supplies, dry goods, and other facility items)

•Prepares Expense Report reconciliations

•Maintains Department PTO & Vacation forms

•Support Department Directors on an as needed basis

•Handles a wide variety of situations and tasks involving the clerical and administrative functions of the office

•Perform other duties as assigned in support of the SGWS Wynwood Operations Team, including coordinating valet as needed.

Qualifications

EDUCATION:

•High school education or equivalent required. Bachelor’s degree preferred.

EXPERIENCE:

•At least five years professional experience in an administrative assistant role, in a corporate environment

•Must have experience in supporting multiple individuals

KNOWLEDGE:

•Proficient in the use of Microsoft Applications - Outlook, Outlook Calendar, Excel, PowerPoint, Word;

•Must be familiar with the Internet to perform research as needed

SKILLS:

•Bilingual

•Excellent communication skills (verbal and written) required

•Exceptional attention to detail

•Strong communication skills and sound judgement

•Strong interpersonal and organizational skills

ABILITIES:

Team player, energetic, self-starter, motivated

Responsible for working with and maintaining confidential data

Job:Administrative

Primary Location:United States-Florida-Miami

Shift:Day Shift

ReferenceNumber: MIA00000281

Category: Administrative

JobType:

JobIndustry:

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