Executive Assistant

Position Title: Executive Assistant

Department: Executive Office/Finance

FLSA Status: Exempt

 Method of Work: Requires in Person Attendance at Our Facility

Reporting Relationship: Reports directly to the President

Summary: This role is responsible for delivering exceptional organizational skills, discretion, operational and administrative support to the President of a multimillion-dollar wholesaler organization. This role is pivotal in ensuring the President's office operates seamlessly, serving as a trusted right hand in managing communications, priorities, and strategic initiatives. Being a proactive problem solver and attention to detail are crucial in this role. Represent the President's office with professionalism in all interactions, both internal and external. 

Essential Duties and Responsibilities: 

1. Executive Support

• Anticipate the President's needs by providing high-level administrative support to the President including calendar management, correspondence, travel arrangements, and expense reporting.
• Screen and prioritize emails, calls, and other communications; draft and proofread executive-level correspondence within assigned scope and authority.
• Organize reports, presentations, and briefing materials, often handling confidential or sensitive information with the utmost discretion and professionalism. 
• Support the planning, logistics and execution of board meetings, leadership meetings, and high-level events. Follow up on all action items and meetings notes to all involved parties (internal and external).
• Support key initiatives and special projects by conducting research, gathering data and preparing  executive summaries. 

2. Coordination and Committee Liaison

• Assist in coordination for internal and external communications on behalf of the President.
• Assist in organizing and  maintaining President's dashboards, performance tracking metrics, and strategic initiative timelines.
• Coordinate communications, scheduling, agenda development, and logistics with the external board executive assistants, board members, legal, and PR teams as necessary.
• Act as a liaison between the President and internal teams, board members, key partners, and external      stakeholders/organizations/charities. 
• Attend meetings (as needed) and ensure timely follow-up on key decisions and actions.

3. Technology & Systems Proficiency

Microsoft 365 Suite

• Outlook: Mastery of calendar management, inbox prioritization, scheduling across time zones.
• Word: Advanced document formatting, executive memos, mail mergers, and collaborative editing.
• Excel: Familiarity with spreadsheet management, reporting templates, and basic data analysis.
• PowerPoint: Strong presentation design skills with branding alignment and visual storytelling.
• To Do: Task management, personal productivity planning, and synchronization with Outlook.
• SharePoint: Managing shared document libraries, permissions, and workflow collaboration.
• Teams & OneNote: Supporting hybrid work, meeting documentation, and cross-functional collaboration.
• Microsoft CoPilot (AI Assistant): Ability to use CoPilot within Microsoft 365 apps to generate summaries, draft content, analyze data, and optimize workflows.

Generative AI & Productivity Tools

• OpenAI / ChatGPT: Experience leveraging generative AI for drafting documents, summarizing meetings, brainstorming, and communication support.
• Familiarity with integrating ChatGPT or similar tools with business workflows, including prompt design and content refinement.

Industry & Business Systems

• Encompass (by iControl or VIP): Knowledge of beverage distribution ERP for accessing reports, routing data, sales performance dashboards, etc.
• CRM  & Sales Tools: Exposure to customer management platforms and distribution-specific  software tools (preferred).

Technical Literacy

• Confident in managing calls and voicemail systems, remote meeting tools, and mobile device integration.
• Proficient in troubleshooting minor desktop/laptop software issues or coordinating IT service requests.

Requirements

Qualifications: 

• Bachelor's degree in business administration, communications, or related field (preferred).
• 5+ years of executive assistance for President, CEO, or  C-Suite executive in a fast-paced environment.
• Exceptional written and verbal communication skills.
• Mastery of calendar and email management tools (e.g.,Outlook, MS Teams), and project/task management systems (e.g., Microsoft 365 Apps).
• Strong attention to detail, time management, project coordination, and ability to multitask.

Preferred Attributes: 

· Proactive mindset.

· Fast learner, intuitive, and problem solver.

· Experience with philanthropic or nonprofit board coordination a plus.

· Adaptable to shifting priorities.

· Ability to work independently while building  collaborative relationships. 

Physical Demands: The employee will spend long hours sitting and using office equipment and computers. The employee will also have to do some lifting of supplies and materials from time to time.

Working Conditions: Normal office working conditions, dress code applies. The noise level in the work environment is quiet to moderate.

Management reserves the right to modify this job description at any time.