EXECUTIVE ASSISTANT

Job Description

Job Description

TEAMWORK - ATTITUDE - PASSION - INTEGRITY - NEVER SATISFIED

Hoffman Beverage Company is a leading, local, and family-owned distributor that was founded in 1919. We are committed to our mission of distributing the world's best beverages through great people and genuine partnerships . Hoffman Beverage is dedicated to building strong, lasting relationships with our customers, suppliers, and communities. We proudly embrace our core TAP-IN values, as they define the qualities we impart in our team and our organization.

Position Overview:

The Executive Assistant supports the company President and other executive management as needed.

Essential Job Functions

• Provides a full range of administrative and/or executive secretarial services to the President and Executive team of 4 individuals.
• Acts as the primary point of contact between the executives and internal/external clients.
• Organizes and prioritizes large volumes of information, inquiries, requests, and phone calls.
• Maintains the company calendar of events and monitors the executive team’s Outlook calendars while effectively and timely communicating any scheduling conflicts.
• Creates documents, presentations, etc. at the request of Executive leadership.
• Schedules, organizes and attends department and company meetings. Prepares agendas, reserves rooms, sends appointments, and coordinates catering.
• Manages and organizes all minutes and meeting documents.
• Executes meeting preparation for Board of Directors meetings including agenda distribution and report compilation.
• Responsible for coordination of small routine projects (send out company weekly and monthly communication, update org charts and phone lists monthly, assist in planning monthly meetings, coordinating office supplies, etc.)
• Organizes and executes company community and social events.
• Supports activities within employment engagement strategy, including organizing meetings, reward systems, and team events.
• Arranges executive travel, hotel and dining arrangements as needed.
• Maintains the inventory for company uniforms
• Serves as an occasional back up for customer order pick up on location while also handling the phones and front door.
• Performs other responsibilities associated with this position as may be appropriate.

Required Skills/Abilities:

• Must be able to maintain the highest level of confidentiality and have ability to handle sensitive material concerning the organization.
• Demonstrated proficiency in MS Office Suite (Excel, Word PowerPoint) databases and Outlook.
• Excellent organizational and multi-tasking skills.
• Attention to detail, quality and accuracy required.
• Experience writing and editing internal communications, including corporate and executive level communications.
• Strong time management skills and the ability to meet deadlines.
• Ability to be flexible and adjust plans quickly to meet changing business needs.
• Demonstrated ability to analyze and problem solve independently.
• Ability to communicate information in a clear, concise, and courteous manner both orally and written.
• Excellent interpersonal skills necessary in order to communicate with multiple departments, callers, visitors, and various levels of management.

Experience and Competency Requirements

• Bachelor's degree in Business Administration or related field preferred.
• Minimum of two (2) years of executive level secretarial experience OR any equivalent combination of education and experience.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to lift 20 pounds.

What do we offer you?

• Great, competitive benefits and opportunities to SAVE MORE with our wellness program.
• Paid Time Off that grows with you the longer you stay!
• A company culture that doesn’t just focus on inclusivity, but also on making sure you feel valued and supported because when you thrive, we thrive!
• Employee Recognition Programs where we celebrate wins both big and small, recognizing individuals and teams for going above and beyond.
• Open doors and open communication whenever you need. We succeed best on the interconnectedness of our teams.
• Connect with local communities! We support and celebrate our brands and clients during company events throughout the year.
• Gain access to exclusive company merch - you'll want to represent at work and home.
• Further your education for a related role to the company by utilizing our tuition reimbursement program.

Moral of the story, if you love any of our products, then you'll really enjoy being part of the Hoffman Beverage team! The love you feel for those products is put there by a team that loves what we do!

Hoffman Beverage Co is an equal opportunity and affirmative action employer, committed to diversity and inclusion in all aspects of recruiting and employment.

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