Executive Assistant

ITG Brands is the third-largest tobacco company in the USA with offerings of some of the most well-known cigarette, cigar, and e-vapor brands. As a member of the globally recognized Imperial Brands PLC family, we are a forward-thinking partner with operational integrity.

ITG Brands is committed to putting consumers at the center of what we do, while creating an innovative workplace where inclusion, creativity, and bold thinking drive progress. This empowers us to bring our true selves to work, to collaborate more effectively through showing our passion and being confident to bring new ideas to the table.

We are not afraid to seize opportunities and make things happen – both individually and collaboratively. We strive to exceed expectations by seeing things differently and doing things differently. This truly is a place where we all share a challenger mindset which drives our success.

- JOB SUMMARY

Under general supervision, responsible for providing administrative support managing complex schedules, handling diverse organizational tasks, and coordinating intricate travel arrangements, all while maintaining keen attention to detail, discretion, and sensitivity to confidential information.

- WHAT YOU WILL DO

Schedule Management:

Manage and coordinate complex calendars for multiple individuals, prioritizing and scheduling meetings, appointments, and events.

Anticipate scheduling conflicts and proactively suggest alternative solutions.

Ensure individuals are well-prepared for meetings, including providing agendas, background information, and briefing materials.

Manages requests and inquiries independently, demonstrating sound judgment and decision-making aligned with stakeholder needs

Travel Arrangements:

Arrange and coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries.

Ensure all travel arrangements align with corporate travel policies and meet the executives’ preferences.

Manage visa applications and ensure compliance with international travel requirements.

Expense Management

Processes expenses, invoices, purchase orders, and ad hoc payment requests, thoroughly verifying the accuracy of invoices before presenting them for final approval.

Meeting & Event Support:

Organize and prepare for meetings, including gathering and preparing materials, setting up conference rooms, and handling logistics.

Prepares and distributes agendas, records and circulates meeting minutes, and ensures follow-up on action items until completion

Greets and welcomes internal and external guests, maintaining a professional and courteous atmosphere

Project managing key events for the Leadership Team

Supports event planning and coordination for corporate events, executive off-sites, and team-building activities.

Collaborates with other departments to ensure cross-functional coordination of events.

Confidentiality and Discretion:

Handles confidential matters with a high level of professionalism, discretion, and confidentiality

Ensures compliance with all company policies and legal requirements regarding confidentiality and data protection.

Office & Relationship Management

Maintain a well-organized office environment, including managing supplies and coordinating with facilities for any necessary support.

Provide backup support to other administrative staff as needed.

Build and maintain strong working relationships with internal and external stakeholders

Represent the leadership team with professionalism and a positive attitude in all interactions.

Acts as an ambassador within the business demonstrating our Connections Behaviors

Works with colleagues and ensures knowledge of the business is up to date with what is happening (across the business)

Performs other job-related…