Administrative Assistant

Job Title: Administrative Assistant 

Function: Commercial
Location: NYC
Contract: Full Time

This role is a hybrid role located in our NYC office: 4 days in office

Date vacancy will close: Dec 5th. Where we receive high numbers of applications we may close vacancies early. If you think this is the right opportunity for you, please don't delay in applying!

Who we are:
Born in Glasgow, made in Scotland and enjoyed around the world. Whyte and Mackay is home to a collection of multi-award-winning global whisky brands led by The Dalmore, Fettercairn, Jura and Tamnavulin. Our mission is to be a driving force in whisky, renowned for building brands that stand-out. Enabled by our brilliant community of 750 colleagues, reaching across 17 countries and counting. We're led by our values, continuing to grow and invest and looking for great talent to join our brilliant community. Ready to hear more?

We believe that everyone has the potential for growth in our roles! You may feel you don't tick every box for this role, but if you believe you have relevant experiences that could help you succeed we'd much rather you apply rather than rule yourself out based on any self-limiting beliefs!

What the opportunity looks like:

Administrative Assistant

The Administrative Assistant will play a pivotal role in supporting the WMA team and ensuring smooth day-to-day operations across administrative, office, and logistics functions at the NYC Headquarters. This position supports multiple teams through effective office coordination, scheduling, shipment management, and vendor relations, while also providing direct administrative support to the Senior Leadership Team. It offers an exceptional opportunity for a highly organized, detail-oriented, and proactive professional to streamline processes, enhance operational efficiency, and make a meaningful impact in a fast-paced, entrepreneurial environment.

Office Management & Logistical Support (60%)

• Responsible for managing WMA NYC office space, overseeing major changes such as new site evaluations, information gathering, and collaboration with senior leadership on final recommendations
• Liaise with management company & Glasgow HQ for any on-site or technological issues & oversee timely payments.
• Manage all billing, inclusive of processing invoices in timely manner and ensure outgoing payments for both US & Canada on Tropos and other invoicing platforms.
• In partnership with your manager, develop trackers and process to ensure streamlined communication between Accounts Payable, Finance, and external vendors.
• Support Canada Team in activation management, specifically supporting with warehousing and other associated cost.
• Manage, organize and process incoming mail, as needed
• Maintain an organized & functional office space for team of 5, including order office supplies and overseeing incoming deliveries, upkeeping conference room and all shared facilities
• Responsible for managing product closet and all outgoing package requests, inclusive of sample & POS shipments in partnership with HHG & ABM.
• Partner with President, Seniors leaders & HHG to support in evaluating US warehouse capabilities, ultimately sourcing a US partner that can support in the shipment and receiving of international deliveries.
• In Partnership with Marketing & Advocacy Team, support the adherence to shipping budget through effective tracking and cost evaluation
• Partner with Customer Service team solving consumer complaints related to W&M and our brands
• Assist with Corporate gifting program to key customers during holiday season.

Act as Assistant to WMA President (20 %)

• Manage WMA President calendar (virtual and in-person), oversee and manage recurring meetings and assist with rescheduling & coordinating with internal & external individuals
• Assist with all facets of President travel arrangements, including booking and amending flights, hotels, and meal reservations
• Responsible for organizing, submitting and managing monthly expense reports, including liaising with vendors, accurately capturing all required expenses & information and submitting in a timely manner
• Prepare and format