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Senior Administrative Assistant, SGWS West

Company: Pernod Ricard USA
Location: Irvine
Posted on: May 15, 2022

Job Description:

Position Title: Senior Administrative Assistant, SGWS West

Location: Remote - within the market

Note: All candidates must be fully vaccinated for Covid-19 (at least two weeks after last vaccine dose) and present proof of upon hiring unless you qualify for a reasonable accommodation based on a disability or sincerely held religious belief (effective December 8, 2021).

Does this sound like you?

  • You thrive in a fast-paced and high-energy environment.
  • You take challenges head-on and aren't flustered in dynamic situations.
  • You act as an owner, not a renter, and are the first person to roll up your sleeves and tackle a challenge.
  • Details matter to you and anything less than perfection keeps you up at night.
  • Your motto? "I look for solutions before there is even a problem."
  • You embrace change. You are quick on your feet. You over-communicate.
  • You work well in a team environment.
  • You are intuitive and don't have to be told what to do.
  • You enjoy working with senior leaders; making sure they are supported and put in a position to excel.
  • You believe in and embrace the following values with passion - entrepreneurship, trust, ethics, conviviality

    Position Summary

    Your primary responsibility will be to provide administrative support to Pernod Ricard USA's SGWS West Division and oversee the Irvine, CA office, enabling the field sales department to grow our brands and our business ahead of target and ahead of the competition. You will establish and foster relationships that will drive this success.

    Major Responsibilities / Accountabilities

    • Responsible for all administrative duties supporting the Florida field office.
    • Provides full administrative support to the Division Vice President of SGWS East and key divisional leadership. Primary responsibilities include travel arrangements, calendar management, expense tracking and expense report management, meeting planning.
    • Coordinate and manage divisional and team meetings. Meeting planning requires hotel and venue contract negotiation and management of budget. Includes coordination and logistics planning. Requires savviness in Microsoft Suite, especially PowerPoint, to consolidate and - in some cases - curate content. Ensure key meeting follow-up / action items are completed as required.
    • Maintain key dates on master calendar for the leadership teams.
    • Monitor and source for new tools to enhance leaders' organization and effectiveness.
    • Champion division culture - ideate and promote team-building opportunities across the division.
    • Assist with training and onboarding for divisional new hires.
    • Handle special projects as necessary.
    • Oversee important regional office operations and serve as primary point of contact to internal and external stakeholders on building-related matters:
      • Restock supplies for office, mailroom/copy room, and kitchen.
      • Manage mail / package / delivery services as the office liaison for these matters.
      • Maintain conference rooms (i.e. ensure maintenance and functionality of on-site IT equipment, technology, electricity, furniture, etc.).
      • Ensure all office-wide appliances and equipment are in good working order.
      • Manage office budget and find savings and find efficiency and savings.
      • Track and maintain office layout, work stations, reservation of office and conference room space.
      • Process all invoices related to office management (phone, electricity, water, office supplies). Handle inputting of invoices into AP&O and track brand budgets to ensure within program allocation.
      • Support logistic coordination for out-of-town internal guest and external visitors to Division office (distributor, agency, customers).

        Nature & Scope

        Position typically works with all levels of managers and employees of PRUSA, providing information as directed by executive. Communication can include sensitive information, requiring complete confidentiality and discretion in dealings with contacts. Incumbent plans activities for this position weekly with individual initiative in daily routine. Decisions may impact the departmental leadership and organization as a whole. Errors in judgment may cause expense to the organization.

        Key Requirements

        Education: Bachelor's Degree preferred. Advanced training / proficiency in MS-Office required.

        Experience / Background: Requires 5+ years of previous experience, supporting multiple individuals and/or groups in a fast-paced environment. Beverage alcohol or other CPG experience preferred.

        Required Skills/Competencies: A successful individual will demonstrate excellent verbal and written communication skills, as well as outstanding aptitude for time management. Detail orientation, interpersonal awareness, as well as proficiencies in problem-solving are key competencies for success.

        Success profile includes:
        • Maintaining Confidentiality & Discretion: Ability to be trusted with private and/or sensitive information and handle it in a professional manner, only disclosing when necessary for business needs.
        • Judgement & Prioritization: Ability to make a rational and strong decision, evaluate a situation in an appropriate manner, exhaust all possible considerations/implications, and understand prioritization.
        • Customer Service & Responsiveness: Ability to work well with all levels of the company, demonstrate a positive attitude/a sense of urgency, and reply to/update leaders within a reasonable time frame.
        • Computer & Technical Capabilities: Ability to use/adapt to new technology and optimize existing applications to create efficiencies within the organization.
        • Business Intelligence: Ability to show a deep understanding of and willingness to learn about the company and the market (competitors, channels, categories, customers).
        • Meeting Organization: Ability to demonstrate ownership of meetings by creating efficiencies, providing structure/an agenda, purpose, and follow-up without guidance.
        • Adaptability & Agility: Ability to change priorities quickly, adjust to new ways of working, and properly accommodate last minute requests.
        • Proactive Anticipation of Needs: Ability to demonstrate knowledge of the leader/team by understanding trends in support areas and getting ahead of potential requests.
        • Team Player: Ability to focus on the collective success of the group, work well with others, and provide assistance to the larger team.
        • Communication: Ability to convey ideas, craft responses, speak to leaders, and provide updates with clarity, conciseness, and speed.

          Working Conditions

          Work is performed in a typical office environment, with limited demands for movement and lifting. Normal visual acuity required for correspondence and computer terminal usage. Occasional overnight travel required (Job Posting End Date:

          Target Hire Date:

          Target End Date:

Keywords: Pernod Ricard USA, Irvine , Senior Administrative Assistant, SGWS West, Administration, Clerical , Irvine, California

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