Executive Admin Assistant

What You Need To Know

Shape a remarkable future with us. Build a career working for an industry leader that truly invests in their people – and equips them with leading technology, continuous learning, and the ability to bring their best selves to work. As the premier wine and spirits distributor, Southern Glazer’s isn't just one of Forbes’ Top Private Companies; it's a family-owned business with deep roots dating back to 1933.

The reputation of Southern Glazer’s is well-established, and it's no surprise that we are regularly recognized for our culture. Southern Glazer’s has been recognized by Newsweek as one of America’s Greatest Workplaces for Inclusion and Diversity, as well as for Women and Parents and Families. These accolades speak volumes about our commitment to creating a supportive and inclusive culture of belonging for all employees.

As a full-time employee, you can choose from a wide-ranging menu of our Top Shelf Benefits, including comprehensive medical and prescription drug coverage, dental and vision plans, tax-saving Flexible Spending Accounts, disability coverage, life insurance plans, and a 401(k) plan. We also offer tuition assistance, a wellness program, parental leave, vacation accrual, paid sick leave, and more.

By joining Southern Glazer’s, you would be part of a team that values excellence, innovation, and community. This is more than just a job – it's an opportunity to build the future of beverage distribution and grow with a company that truly cares about its people.

Overview

The Executive Administrative Assistant provides on site support to one or more VP and Directors by performing general administrative work such as managing schedules, running reports, copy/filing documents, and answering the phone. This role also supports the administration, logistics, travel, and onsite delivery of department meetings. Serves as the primary liaison for attendee communication, travel arrangements, general logistics, and financial reconciliation processes.

Primary Responsibilities

• Manage calendars, schedules; organize, schedule and prioritize meetings throughout the day and provide extensive phone coverage and call follow-up
• Establish follow-up systems for project management, calendar management and e-mail management, including maintaining department PTO and vacation forms
• Create and maintain filing system for VPs/Directors
• Prepare meeting agendas, attend meetings, take minutes, and prepare executive summaries
• Prepare T&E expense reconciliation through Concur
• Responsible for booking travel and coordinating flight, car rental and accommodations for Shared Services employees
• Purchase corporate gifts as requested (i.e. Birthdays, Special Situations, Holidays) and maintain and order supplies as needed
• Plan and coordinate on-site and off-site meetings and events including the organization, ordering, setup, and cleanup of breakfast and luncheon meetings.
• Support Department Managers on an as-needed basis
• Perform other general administrative duties as assigned

Minimum Qualifications

• Two years of college education or equivalent required
• Excellent communication skills (verbal and written) required
• Strong writing skills for meeting minutes and general communication
• Strong interpersonal and organizational skills
• At least three years of corporate professional experience in an administrative assistant role, or equivalent
• Must have experience in supporting multiple individuals
• Team player, energetic, self-starter, motivated
• Must have knowledge of computer systems, specifically the use of desktop software such as Microsoft Outlook, Outlook Calendar, Excel, PowerPoint, and strong typing skills; Visio knowledge a plus
• Responsible for working with and maintaining confidential data

Physical Demands

• Physical demands with activity or condition for a considerable amount of time include sitting and typing/keyboarding using a computer (e.g., keyboard, mouse, and monitor) or mobile device
• Physical demands include a considerable amount of time walking, bending, reaching, standing, squatting, and stooping
• May require occasional lifting/lowering, pushing, carrying, or pulling up to 20lbs

EEO Statement

Southern Glazer's Wine and Spirits, an Affirmative Action/EEO employer, prohibits discrimination and harassment of any type and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 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. SGWS complies with all federal, state and local laws concerning consideration of a qualified applicant's arrest and/or criminal conviction records. Southern Glazer's Wine and Spirits provides competitive compensation based on estimated performance level consistent with the past relevant experience, knowledge, skills, abilities and education of employees. Unless otherwise expressly stated, any pay ranges posted here are estimates from outside of Southern Glazer's Wine and Spirits and do not reflect Southern Glazer's pay bands or ranges.

If you have any questions or concerns about whether this posting complies/adheres with local pay transparency requirements, please contact the SGWS talent acquisition team at [email protected]