Executive Administrative Assistant

Job Description

Summary:

At The Coca-Cola Company, the Executive Administrative Assistant role is essential to theday-to-daysuccessof our global organization. We’re looking for acandidatethatwill be responsible for performing complex, administrative dutiesutilizingadvanced technical skills for 3 executive leaders in the Marketing Organization. You should be able to manage multiple priorities, have a keen attention to detail and proactively use independent judgment on assignments that are often sensitive and highly confidential in nature.

We’re looking for someone that can workindependentlywith little or no supervision and isexceptionallywellorganized, flexible and enjoys challenges and who thrives in a dynamic work environment.

• Responsible for scheduling and managing the executive calendars including prioritizing and resolving related conflicts, proactively scheduling important meetings with internal and external individuals.
• Specifically, this role handles key communications across the leadership team (LT) for 3 executives as well as interactions with other senior executives to ensure disciplined meeting and calendar management.
• Organizes and coordinates travel and related requirements to include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports; ensures that all travel arrangements are compliant with the Company’s Travel Policy.
• Provides support in arranging meetings including coordinating the agenda, compilation of presentations/information, handling logistics, such as conference registrations, room reservations (internal and external), and local travel.
• Also, provides hospitality for Senior Management or guests of the department which may include planning, arranging, and confirming all local logistics support.
• Providing guidance for general questions from marketing associates.
• Supporting engagement teams and related efforts and initiatives.
• Serving as backup for Chief Marketing Officer’s administrative support to cover for vacation/leave.
• Performing special projects as needed for supported Marketing Leadership and Marketing Operations.

• Managing storage for NAOU Marketing teams (inventory, clean up and new storage needs).
• Brand team is responsible for shipments of premiums so admin will provide guidance on where to have premiums delivered and stored.
• Supporting OPEX finance processes such as PO creation, Invoice submission and vendor payment tracking and issue resolution.
• Pulling of reports to facilitate monthly tracking of OPEX.
• Facilitating Marketing-wide event logistics such as room reservation, catering, etc.
• Providing hospitality for Senior Management or guests of the department which may include planning, arranging, and confirming all local logistics support.
• Contributing to the excellent reputation of The Coca-Cola Company through professional, friendly and respectful interactions internally and externally.
• Performing other duties as required and/or assigned.

• Associate’s degree required.
• Bachelor’s degree preferred in Business, Communications, or similar field is ideal.
• 5 years of experience in a high-level support role preferred.
• Proven ability to be a proactive problem-solver with attention to detail.
• Experience managing multiple calendars and ability to proactively manage conflicts.
• Experience in coordinating projects and ability to prioritize.
• Intermediate knowledge of MS Office, including Word, Excel, PowerPoint, Teams and Outlook.
• Strong attention to detail, interpersonal, and communication skills are needed.
• Excellent time management and organizational skills to meet deadlines are needed.
• Experience scheduling travel arrangements, acquiring travel visas and filing expense reports.
• Support experience in a professional services, sales, or marketing environment.
• Experience successfully creating and/or modifying processes.
• The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and…