We're JTI, Japan Tobacco International and we believe in freedom . We think that the possibilities are limitless when you're free to choose. In fact, we've spent the last 20 years innovating, creating new and better products for our consumers to choose from . It's how we've grown to be present in 130 countries.

But our business isn't just business. Our business is our people. Their talent. Their potential. We believe when they're free to be themselves, grow, travel and develop, amazing things can happen for our business .

That's why our employees, from around the world, choose to be a part of JTI. It is why 83% of employees feel happy working at JTI. And why we've been awarded Global Top Employer status, nine years running .

So when you're ready to choose a career you'll love, in a company you'll love, feel free to #JoinTheIdea.

Learn more: jti.com

Department: People & Culture

Location: Raleigh, NC

Reporting to: P&C Director US Role: Permanent

Executive Assistant, USA

About the Role

As an executive assistant within our organization, you'll play a pivotal role in providing comprehensive support to our General Manager and Local Leadership Management team, encompassing a diverse range of responsibilities. This includes facilitating seamless travel arrangements, event coordination, and expense management to ensure efficient and smooth operations during trips and events. Additionally, you'll oversee administrative tasks such as calendar management, meeting preparation, and document editing, while also supporting with personal administrative assistance to the General Manager. Furthermore, you'll manage global and regional visits, coordinate management team meetings, organize company and office events, and serve as a reliable backup for administrative functions, ensuring the smooth functioning of operations across various departments and entities.

What you will do

• Travel support to General Manager & Local Leadership Management team, including but not limited to:
  • Coordinate all travel arrangements including car services, flights, hotel reservations and other necessities to ensure timely and smooth departure/arrivals during trips
  • Research and coordinate logistics for any events including hotels, event venues, and restaurant
  • Analyze cost of services to ensure accommodations and transportation are cost-effective without compromising on quality
  • Coordinate and timely manage any issues that occur during travels or events
  • Responsible to prepare and submit all expenses for the General Manager and Local Leadership team, according to the Company's Travel & Entertainment policy

• Admin assistance to the General Manager, including but not limited to:
  • Oversee the calendar management of the General Manager and Local Leadership team
  • Handle the preparation of meetings and events led/ owned by the General Manager, either virtually or face to face (i.e. Connect Lunch, townhalls, JTI & external visitors etc.)Prepare reporting spreadsheets
  • Review and edit presentations
  • Handle PR/ PO creations and invoice payments
  • Support with personal admin assistance to the General Manager (e.g. health insurance claims, schooling expenses etc.)

• Global/Regional Visits Management
  • Liaise with other relevant executive assistants to coordinate flights/ timings
  • Lead and manage the full preparation of the agenda
  • Book flights, transportation, hotels, venues, in full alignment with the Corporate Affairs & Communications Director
  • Coordinate necessary logistics during the visit day(s) (on-site or remote according to business need).

• Management Team Meetings, including but not limited to:
  • Coordinate with the General Manager and Local Leadership team on meeting timings, and schedule as required (virtual and in-person meetings as well as on-site/off-site meetings)
  • Ensure agenda topics are collected and distributed ahead of the meeting, if and as necessary
  • Take notes during meetings and send Minutes of Meetings, if and when required
  • Organize catering, if & as needed

• Company & Office events, including but not limited to:
  • Manage the full preparation of large-scale office events such as "Christmas lunch", "holidays party", "Thanksgiving lunch" etc.
  • Work with Office Admin and People & Culture to provide support on other events & projects, if & as needed (i.e. happy hour, breakfasts, new hire celebration etc.)

• Admin Backup, liaising with Admin and People & Culture, including but not limited to:
  • Ensure admin requests are carried out
  • Handle correspondences, mail distribution and packages that need to be shipped out, when & as needed (i.e. in the absence of office admin)
  • Support with PR/ POs, and invoice payments for other functions, if needed
  • Other admin activities such as coordinating with building staff, coordinating with employees across entities, liaising with external contacts etc.

Who We Are Looking For

A dynamic, enthusiastic, and result-oriented person, with:

• A minimum of 2-3 years' experience of executive administration/ assistance in mid/ large corporation
• Proficient skills in Microsoft Office applications (i.e. PowerPoint, Excel, Word, Outlook)
• Ability to work independently and as part of a team, with proven experience of cross-functional collaboration
• Experience demonstrating ability to communicate efficiently with different internal and external stakeholders
• Demonstrated organization, planning and time management skills
• Fluency in English language
• High integrity and sense of responsibility
• Demonstrated flexibility & adaptability skills
• Proven experience of effective working in culturally diverse environment
• Proven working knowledge of HR systems (i.e. SAP, SuccessFactors) is advantageous
• A Bachelor's degree/ Diploma in Business Administration or Human Resources is advantageous
• Travel to events venues within the USA, may be required,

What We Offer

In JTI USA, we are proud to be recognized as Top Employer and awarded the Global Equality Standards certificate as we continue our dedication to equal pay and equal opportunities.

Our culture is what makes JTI USA a fun and exciting environment to work in. We value integrity, trust, empowerment, and freedom - freedom of choice, freedom of thought, freedom of expression, and freedom to be yourself.

We ask for accountability, ownership, results, and collaboration.

And we care for our people's well-being - In addition to the salary, you might want to enjoy the following:

• Annual Performance-based Bonus
• Employee Stock Purchase Plan
• Personal Development
• Medical/ Dental & Vision Plan for employees & family members.
• Life insurance
• Matching 401(K)
• Paid Time Off (PTO)
• Paid Family Leave of 20 Weeks
• Short-Term & Long-Term Disability
• Education/ Tuition Assistance
• Flexible Dress Code
• Hybrid Work Setup
• Snacks & Drinks
• Office Parties
• Volunteering Activities
• Employee Assistance Program - counseling, for employees & family members.

In addition to other perks & benefits (i.e. fitness/ wellbeing activities, employee discounts, service awards, recognition program, etc.)