Executive Assistant

Bacardi • Coral Gables, FL

3d

About The Position

The Executive Assistant for the Commercial Leadership Team provides high-level administrative support to multiple Vice Presidents in Bacardi North America's Sales organization and the broader Sales Leadership Team. The role works closely with senior leaders and supports business initiatives, efficiency, and collaboration across a geographically dispersed team.

The position coordinates executive operations, including schedules, travel, meetings, and events. It also prepares business communications and materials, tracks follow-up actions, liaises with internal and external stakeholders, and handles sensitive information with discretion. The role may support special projects and provide broader administrative assistance as business needs evolve.

Requirements

• Proven experience in an Administrative Assistant, Executive Assistant, or similar support role.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work independently, exercise sound judgment, and proactively solve problems.
• Discretion and professionalism when handling confidential information.
• Experience coordinating travel, meetings, and events for individuals and large groups.
• Strong vendor management and negotiation skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and virtual collaboration platforms.
• Strong attention to detail and commitment to high-quality work.
• Ability to build effective partnerships and collaborate with stakeholders at all organizational levels.
• Flexibility to support occasional events, meetings, or travel outside standard business hours.

Nice To Haves

• Experience supporting senior executives or leadership teams is preferred.

Responsibilities

• Provide high-level administrative support to multiple Vice Presidents and the Sales Leadership Team.
• Manage complex calendars, schedule meetings, and coordinate logistics across stakeholders, time zones, and locations.
• Coordinate domestic and international travel, including transportation, accommodations, and itineraries.
• Prepare, review, and submit expense reports accurately and promptly.
• Organize leadership meetings, offsites, and events, including venue selection, catering, technology support, and attendee communications.
• Negotiate rates and secure group bookings with hotels, venues, and travel vendors.
• Develop meeting agendas, travel itineraries, and supporting materials for leadership and team events.
• Prepare presentations, reports, meeting materials, and other business communications.
• Capture meeting notes and track follow-up actions to support timely execution of priorities.
• Serve as a liaison between Sales leaders, internal stakeholders, and external partners.
• Manage incoming communications, prioritize requests, and respond on behalf of leadership when appropriate.
• Handle sensitive business and personnel information confidentially and professionally.
• Support special projects and provide administrative assistance across the broader Sales organization as business needs evolve.

Benefits

• Competitive pay package
• Competitive holiday and paid time off, plus additional days such as a volunteer day
• Retirement/pension plan
• Medical insurance
• Critical illness insurance
• Life insurance
• Employee assistance programs
• Family-friendly and inclusive leave policies
• Incentive programs linked to company and individual performance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed