Executive assistant

About the position

At Gourmet Distribution, the Executive Assistant plays a crucial role in supporting high-level executives by managing their schedules, communication, and various administrative tasks. This position is essential for ensuring that executives can focus on strategic decision-making while the Executive Assistant handles the day-to-day operational details. The Executive Assistant will be responsible for a wide range of tasks that include calendar management, communication management, document management, office administration, project coordination, financial administration, and maintaining confidentiality. The role also involves client relations, travel arrangements, supporting executive decision-making, event planning, and team coordination. The Executive Assistant will manage the executives' calendars by scheduling and organizing meetings, appointments, and travel arrangements. They will coordinate and prepare materials for meetings, ensuring that executives are well-prepared. In terms of communication, the Executive Assistant will screen and prioritize emails, phone calls, and other correspondence, as well as draft, review, and send communications on behalf of the executives. Document management is another key responsibility, which includes preparing, proofreading, and editing reports, presentations, and other documents while maintaining organized filing systems for both electronic and paper documents. In addition to these tasks, the Executive Assistant will handle office administration duties such as ordering office supplies, managing inventory, and coordinating with service providers for office logistics. They will assist with planning and executing special projects and events, tracking project timelines and deliverables to ensure deadlines are met. Financial administration responsibilities include managing expense reports, budgets, and financial records, as well as assisting with invoicing and billing tasks as needed. The Executive Assistant must handle sensitive information with discretion and maintain a high level of professionalism in all interactions. Client relations are also a significant part of this role, as the Executive Assistant will serve as a point of contact for clients and stakeholders, ensuring a positive and professional experience. They will coordinate travel itineraries, including flights, accommodations, and transportation, and prepare travel-related documents to ensure smooth travel experiences. Additionally, the Executive Assistant will conduct research and gather data to support executive decision-making, providing insights and recommendations based on their findings. Event planning responsibilities include organizing and managing corporate events, meetings, and conferences, coordinating logistics, invitations, and follow-up activities. Finally, the Executive Assistant will liaise with other departments and team members to ensure effective communication and collaboration, assisting in onboarding and training new team members.

Responsibilities

• Schedule and organize meetings, appointments, and travel arrangements.
• Screen and prioritize emails, phone calls, and other correspondence.
• Draft, review, and send communications on behalf of executives.
• Prepare, proofread, and edit reports, presentations, and other documents.
• Maintain organized filing systems for both electronic and paper documents.
• Order office supplies and manage inventory.
• Handle office logistics, including maintenance and coordination with service providers.
• Assist with planning and executing special projects and events.
• Track project timelines and deliverables, ensuring deadlines are met.
• Manage expense reports, budgets, and financial records.
• Assist with invoicing, billing, and other financial tasks as needed.
• Handle sensitive information with discretion and confidentiality.
• Serve as a point of contact for clients and stakeholders.
• Coordinate travel itineraries, including flights, accommodations, and transportation.
• Prepare travel-related documents and ensure smooth travel experiences.
• Conduct research and gather data to support executive decision-making.
• Organize and manage corporate events, meetings, and conferences.
• Coordinate logistics, invitations, and follow-up activities.
• Liaise with other departments and team members to ensure effective communication and collaboration.
• Assist in onboarding and training new team members.

Requirements

• Proven experience as an executive assistant or in other administrative roles.
• Strong organizational skills and ability to multitask.
• Excellent written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with discretion.
• Strong attention to detail and problem-solving skills.
• Experience in travel planning and coordination.

Nice-to-haves

• Experience with project management tools.
• Familiarity with financial administration and budgeting.
• Knowledge of event planning and coordination.

Benefits

• Employee discounts
• Flexible schedule
• Health insurance
• Paid time off