Administrative Assistant

Name of the role: Administrative Assistant

Reports to: International Campaigns Director, LAC, Innovation GM – LAC & Head of Strategic Planning, LAC

Location: Miami Office, Florida

Type of contract:��Permanent

About us:

From Arthur Guinness to Johnnie Walker, our business was founded on people of phenomenal character, and in 250 years, nothing’s changed. We’re the world’s leading premium alcohol company. Our brands are industry icons. And our success is thanks to the diversity of our talent and strength of our people, in every role. It’s why we trust them with our legacy. And it’s why we reward them with the career-defining opportunities that they deserve.

Our ambition is to build the best-performing, most trusted and respected Consumer Products Company in the world. To achieve these, we need the world’s very best people.

Feel encouraged? Then this may be the opportunity for you!

Purpose:

To provide administrative support to the above Senior Leaders with meetings, large conferences, calendars, PO generation for initiatives within their functions as budget owners, and end-to-end travel & entertainment logistics and expense reporting.  Incumbent handles details of a confidential nature and performs administrative functions based on an understanding of functional guidelines and procedures

Market Context:

The extensive geographical scope of Latin America and the Caribbean includes the duty-free zone on the US side of the Mexican border, Mexico, Central America, South America, and the Caribbean. The region covers 45 countries, 12 IMCs, and over 90 third-party distributors in the non-IMC markets, each with different challenges, market structures, priorities, competitors, routes to market, etc. In addition, each market has a different level of capability to launch new products and different ambition levels depending on local strategies.
 

Financial Responsibility

• Although this position is not responsible for a budget or profit, the role makes certain that the department doesn’t exceed the established budget for travel & entertainment as well as when negotiating contracts for off-site meetings or purchase order limits

• Understand T&E policy and procedures

Key Outputs/Deliverables

• Arrange an intense agenda of travel itineraries and reservations and an overall day-to-day agenda

• Responsible for the logistics and coordination of team and regional functional meetings.

• Processes travel expenses according to company guidelines, using the Concur system.

• Anticipates and prepares materials needed for conferences, appointments, meetings, telephone calls, etc.   

• Keeps record of expenses compared to budget.

• Supports with logistical issues like (not limited to): Issues with laptops, corporate credit card issues, and embassy/visa requirements for business trips.

• Ad hoc requests as required

Qualifications and Experience Required

• 5 years of secretarial experience working for top-level executives, preferably at multinational companies and managing multi-managers.

• Experience in organizing events.

• Highly proficient in using Microsoft Outlook, PowerPoint, Excel, and Word. Database management is desirable.

• Excellent communication (oral and written) in English and Spanish is required.

• Self-starter, with experience in managing projects and solving issues

• Dynamic, proactive, and able to multitask.

• Able to work comfortably in a fast-paced, h