Executive Administrative Assistant

Executive Administrative Assistant

Buffalo Rock is an award-winning Pepsi and Keurig Dr Pepper bottler founded in Birmingham, AL more than 124 years ago. Buffalo Rock manages the best alcoholic and non-alcoholic beverage portfolio in the country, which includes several beloved global and regional brands.

The Executive Administrative Assistant provides high-level administrative support by managing schedules, coordinating meetings and events, handling correspondence, and conducting research. Manages travel arrangements, expenses, and other logistical arrangements. Handles confidential information with discretion and professionalism and may supervise other administrative staff. Requires excellent organizational, communication, and multitasking skills.

Essential Functions

Welcome visitors : Greet guests, provide information, and direct them to the appropriate person or office.

Manage communications : Answer and route phone calls, take messages, and handle incoming and outgoing mail.

Provide administrative support : Perform various clerical tasks like data entry, filing, and ordering office supplies.

Maintain the reception area : Keep the front desk and waiting area clean, organized, and presentable.

Manage calendars, including scheduling meetings, appointments, and travel arrangements.

Prepare, proofread, and edit correspondence, reports, presentations, and other documents.

Coordinate and organize meetings, including preparing agendas, materials, and minutes.

Handle confidential information with the highest level of discretion.

Assist in the preparation and tracking of budgets, expense reports, and invoices.

Support special projects, strategic initiatives, and organizational events as assigned.

Anticipate executive needs and proactively manage priorities to maximize productivity.

Maintain and update filing systems, both electronic and physical.

Foster effective communication across departments.

May require a limited amount of travel.

Supervise other administrative or corporate staff as directed.

Maintain a high level of professionalism among many different constituents.

Other Duties and Responsibilities

Must exhibit a high level of ethical and moral conduct while at work or in attendance of any off-site function during work hours or after work hours while representing the Buffalo Rock Company.

Responsible for continuous self-improvement through the knowledge and use of all Buffalo Rock provided training, either web-based, in-house, or any other provided method. Must successfully complete assigned training curriculum, including but not limited to online and / or facilitated training.

Ensure that every reasonable precaution is taken to protect the Company from possible damage, theft, or other liabilities.

Ensure that every reasonable precaution is taken to protect the safety of employee-partners, self, customers, Buffalo Rock property, and customer property.

Honor and follow through on all business commitments.

Embody Buffalo Rock's Purpose of "Building brands through legendary service and remarkable people."

Live Buffalo Rock's Core Values :

Committed to serving our communities.

Customer success drives our success.

Integrity matters.

Obsessed with continuous improvement.

We care for each other.

Win the day.

Competencies

Time Management - Managing one's own time and the time of others.

Adaptability - Ability to adapt to change in the workplace.

Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.

Communication, Written - Ability to communicate in writing clearly and concisely.

Organized - Possessing the trait of being organized or following a systematic method of performing a task.

Motivation - Ability to inspire oneself and others to reach a goal and / or perform to the best of their ability.

Coordination - Adjusting actions in relation to others' actions.

Skills

Exceptional organizational skills with strong attention to detail required.

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools required.

Excellent verbal and written communication skills required.

Proven ability to handle sensitive information with discretion and maintain strict confidentiality required.

Strong problem-solving skills and ability to work independently in a fast-paced environment required.

Professional demeanor and ability to build positive relationships at all levels of the organization required.

Supervisory Responsibilities

Supervise and carry out supervisory responsibilities in accordance with the company's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; making recommendations regarding changes in status.

Work Environment

Office / Administrative : This role is performed in a professional office environment with standard office equipment such as computers, phones, and copiers. The employee-partner is regularly required to sit for extended periods, communicate via phone and email, and use a computer. The environment is generally quiet and collaborative.

Physical Demands

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs / day)

F (Frequently) Position requires this activity from 33%-66% of the time (2.5 - 5.5+ hrs / day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs / day)

Physical Demands

Frequency

Stand O

Walk O

Sit F

Manually Manipulate O

Grasp O

Reach Outward O

Reach Above Shoulder O

Speak F

Climb O

Crawl O

Squat or Kneel O

Bend O

Lift / Carry

Frequency

10 lbs. or less O

11-20 lbs. O

21-50 lbs. N

51-100 lbs. N

Over 100 lbs. N

Push / Pull

Frequency

12 lbs. or less O

13-25 lbs. O

26-40 lbs. N

41-100 lbs. N

Other Physical Requirements

Required Education and Experience

Education

Bachelor's degree in Business Administration, Communications, or related field preferred; equivalent experience considered.

Experience

Minimum of 5 years of experience in an executive or senior administrative support role preferred; equivalent experience considered.

Other Skills

Affirmative Action / EEO statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, genetic makeup, status as a protected veteran, or any other factor prohibited by applicable law.

Purpose of Job Description

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and / or assign tasks for the employee to perform, as the company may deem appropriate.

I have reviewed this job description, and I can perform the essential functions