Executive Assistant

Hayden Beverage Company•Boise, ID

5d•$55,000 - $75,000•Onsite

About The Position

Are you looking to join a company that cares about your future and is committed to your growth? Start your career in the fast growing beverage sales distribution with of the fastest emerging brands at Hayden Beverage. Now hiring an Executive Assistant to join our team in Boise, ID! As the CEO’s representative, the incumbent in this position must have professional communication skills, both written and verbal, high attention to detail, maintain the strictest confidence, and be highly organized. The position will assist visitors, clients, and Company staff as necessary while serving as an initial point of contact for the CEO.

Requirements

High School or GED equivalent required, college degree preferred
Demonstrate proficiency in the use of basic office equipment and proficient skills in Microsoft Word, Excel, Outlook
Demonstrate the ability to maintain professional relationships with internal and external clients while providing high levels of service by communicating clear and timely responses to issues, requests, problems and regular reporting
Demonstrate an ability to appropriately retain documentation and supportive materials for administrative actions.
Acceptable Motor Vehicle record and valid driver's license

Responsibilities

Manage the CEO's calendar, which includes tasks such as arranging meetings, setting up regular one-on-ones with direct reports, planning travel itinerary, and more.
Keep track of CEO’s emails, highlighting urgent ones, removing spam, and responding to meeting requests.
Maintain and oversee the CEO’s business and personal documents.
Maintain the CEO’s employee information book with accurate, confidential, and accessible data on all team members.
Generate and analyze reports on various aspects of the business, such as sales, volume, gross profit, market, etc., as requested by the CEO.
Plan and manage the Advisory Board meeting, including ensuring effective communication, scheduling a suitable date, and handling payment by check or wine.
Execute various ad hoc projects as assigned by the CEO, such as conducting research, preparing presentations, or organizing events; ensure timely and quality delivery of project outcomes; communicate effectively with the CEO and other stakeholders on project status and issues.
Coordinate and book travel arrangements for various employees in management, sales, and operations, including flights, hotel, and rental car; ensure compliance with company travel policies and budget; provide travel itinerary and confirmation to travelers and supervisors.
Track, confirm and reconcile the credit card expenditures for the company and the CEO every month. Manage both the Bank of America and America Express company credit cards. This includes adding and removing members, sending out statements, and paying monthly balances.
Manage the company email by either responding to the sender or forwarding it to the appropriate department.
Oversee and document all company donations, including cash, in-kind, and matching gifts; ensure compliance with state; maintain donor records and acknowledgments; liaise with external partners and stakeholders.
Organizing events such as the annual company picnic, quarterly luncheons, annual golf tournament, annual 20-year employee dinner, management dinner, and biennial river trip, among others.
Keep track of brand acquisition data; draft contracts for buying and selling, gather required information, and complete necessary actions.
Coordinate and execute all aspects of the company's service award program
Responsible for keeping and managing calendars and related tasks for the company Sprinter van, Post Falls guest vehicle, and the park at Amity.
Coordinate the Trail Wind Elementary Mentorship Program, which matches company volunteers with students to offer guidance and support.
Develop and share comprehensive supplier evaluations that measure the performance and profitability of our top vendors in the beer, wine, and non-alcoholic beverage categories.
Maintain and organize all supplier contracts in a secure and accessible system and ensure compliance with state regulations by submitting all Montana contracts to the appropriate authorities.
Prepare and distribute agenda outlines for biweekly C-team meetings and monthly executive leadership team meetings.
Participate in Executive Management meetings and note action items.
Work with the marketing team to update the people page on our website, including scheduling a professional photo session and collecting the necessary information such as bio and questionnaire
Organize and distribute holiday gift cards to all employees for Thanksgiving and Christmas