Executive Assistant

G&J Pepsi-Cola Bottlers, Inc.•Cincinnati, OH

About The Position

The Executive Assistant provides confidential, professional administrative support to the Senior Management Team to help the company achieve its goals and objectives. The role supports the Vice-President/General Manager, Division Controller, and other senior managers with administrative tasks, reporting, scheduling, correspondence, travel, meeting support, and records maintenance. The position also oversees division insurance claims and the coupon program, coordinates company events, responds to consumer questions and donation requests, and communicates with customers and employees. The Executive Assistant maintains sensitive information in confidence, supports mailroom operations, and works outside the normal schedule when required to meet workload demands.

Requirements

High school diploma, GED, or equivalent degree.
3–5 years of executive support experience.
Proficiency with Microsoft Office Suite.
Knowledge of Microsoft Office Suite, including Access; Business Intelligence Reporting; Adobe; Photoshop; and the beverage industry.
Skill in internal and external customer service.
Ability to work quickly, efficiently, and independently; multitask and prioritize; be detail-oriented; meet deadlines in pressured situations; communicate effectively and develop good working relationships; read and understand sales and financial reports; adapt to change; problem-solve; operate a computer, copier, printer, fax machine, and postage machine; and read and write.
Other functions, skills, and abilities may also apply.

Nice To Haves

Two-year or associate degree in business management, sales, or a related field.

Responsibilities

Provide general administrative support to the Vice-President/General Manager, Division Controller, and other Senior Management as directed, including copying, faxing, mailing, filing, telephone and email support, calendar administration, presentation preparation, meeting attendance and minutes, and travel arrangements.
Create, prepare, and provide Business Intelligence Sales reports to the management team as needed, including daily, weekly, and monthly reports.
Oversee division vehicle, product liability, and general insurance claims; resolve claims and issues on behalf of the company; and respond to vendor and customer requests for updated Certificates of Insurance.
Coordinate events and programs according to company policies and guidelines, including the holiday luncheon, Red, White and Boom VIP party, Circle of Champions dinner, safe driving awards, and birthday and anniversary cards.
Respond verbally and in writing to consumer questions and concerns and incoming donation requests; resolve issues according to established policy and obtain required approval for donation requests.
Communicate with customers, the management team, and other employees regarding information requests, and notify the supervisor and Senior Management Team about problems or issues such as employee concerns and consumer issues.
Complete and maintain SKU deletion records, daily sales reports, vehicle accident reports, commercial property loss reports, quarterly packaging plan reports, and other paperwork according to company policy.
Maintain confidentiality of financial, pricing, customer, insurance, litigation, wage and salary, and other sensitive information.
Work the assigned schedule, maintain regular and predictable attendance, and work outside the normal schedule as required to meet workload demands.
Maintain the mailroom and supplies for the postage machine, copier, and fax machine; ensure timely mail processing and maintain records of outgoing Certified Mail.
Oversee the division coupon program, maintain its supply, and control distribution.
Perform other related duties as required.