PURPOSE OF THIS JOB

As the Executive Assistant to the VP Distribution, this position will aid the VP through project management, presentation preparation, and support on all communication, priority development, and administrative work. This position will additionally support the Commercial Leadership team on ad-hoc projects as needed.

KEY RESPONSIBILITIES

ADMINISTRATIVE RESPONSIBILITIES

Team communications

• Assist in communication within Department
• Help prepare VP, LT and team meeting materials
• Identify & assist with key communications to ensure good order & discipline as well as maintain departmental morale
• Support cross-functional communications with YMCO, Key Accounts, Marketing and others.

Team meeting management

• Prioritize management team agendas to ensure most important issues are being identified & addressed
• Support agenda development for VP & any other team meetings
• Coordinate support staff for key meetings & events
• Maintain notes and conduct follow ups for all meetings

Strategic calendaring

• Keep and maintain VP calendar
• Ensure clear meeting objectives for all meetings
• Identify & prioritize routine, as well as opportunistic, meeting (1:1s, team meetings, project updates, 'free' time, etc.)
• Determine which meetings are critical and either cancel or delegate to another team member

PROJECT MANAGEMENT

• National Initiatives
  • Track major departmental and national deliverables
    • Produce, maintain, and update monthly and quarterly reviews
    • Support Leadership Team (LT) in Business Plan and tracking against stated targets
  • Follow up with key stakeholders and escalate issues to ensure project completion
  • Assist with major activities departmental operations, including:
    • Contract process with Legal if needed
    • Invoice processing for department
    • Follow up communication
  • Special Project Support
    • Responsible for all national meetings. This will include planning, organizing and communication.
    • Responsible for MS Teams maintenance
    • Regenerative contact for the Distribution Team.
    • Activations, Expansion, and Product Launches as needed
    • Lead ad-hoc projects as necessary, to include but not limited to:
      • Diagnose & provide causal analysis for main KPIs trends problem solve issues that lead to poor results or performance
      • Deep dive into specific areas of the business
      • Cold equipment tracking

MINIMUM EXPERIENCE AND QUALIFICATIONS

• Bachelor's degree in Business, Communication, Marketing or equivalent experience
• Minimum 3-year experience as an Executive Assistant or like Administrative role
• Outstanding ability to multi-task in a fast-paced environment
• Advanced PowerPoint skills
• Excellent project management skills
• Excellent written and verbal communication skills
• Self-starter, takes initiative
• Proficiency in MS Office (Word, Excel) and other office applications
• Ability to interface with multiple department
• Fluent in English, additional language skills an advantage
• Ability to work effectively in self-directed manner

Travel / Physical Requirements

Travel

• 50%

Physical Requirements

• Employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Employee frequently is required to walk and sit.
• Employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
• Noise level in the work environment is usually moderate