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Job Description

Executive Assistant/Office Manager

Job ID MIA00000281 Date posted 07/12/2019
Description
Summary of the Job
This position is ideal for a well-organized person who enjoys multi-tasking and working with both technology and people. Daily office administration
duties include, overseeing appointment setting and schedules, and processing samples and greeting of visitors to SGWS Wynwood.

Primary Job Responsibilities
This role will run as admin support for the overall events department with a primary function as Lee Schrager’s Executive Assistant.
(Supply ordering, meeting room bookings, etc.)
Process all samples for Wynwood events, follow process through with warehouse including tracking to ensure delivery to venue of
correct product by needed date.
Serve as Front Desk receptionist.
Assist Special Events team with samples and donation requests as able.

Tasks
Provide extensive phone coverage and follow-up calls; sets up videoconference and conference calls.
Coordinates all paperwork necessary for the executive to review and approve in a timely manner. This includes, but is not limited to,
travel and expense reports, personnel requisitions, vendor contracts, and invoices.
Responsible for coordinating all travel arrangements to include coordinating flights, car rentals and accommodations for a number
people within the department.
Establish follow-up systems for projects, calendar management and e-mail management
Maintains accessible filing system
Maintain an orderly Reception area which includes but is not limited to: conference room reservations, greeting of visitors.
Answer and screen telephone calls and routes them to proper area
Coordinates weekly, bi-weekly, and monthly meetings and prepares meeting agendas
Schedules and maintains outlook calendar of appointments, meetings, travel itineraries and coordinates related arrangements.
Coordinate supply orders for department and facility (office supplies, dry goods, and other facility items)
Prepares Expense Report reconciliations
Maintains Department PTO & Vacation forms
Support Department Directors on an as needed basis
Handles a wide variety of situations and tasks involving the clerical and administrative functions of the office
Perform other duties as assigned in support of the SGWS Wynwood Operations Team, including coordinating valet as needed.

Qualifications
EDUCATION:
High school education or equivalent required. Bachelor’s degree preferred.

EXPERIENCE:
At least five years professional experience in an administrative assistant role, in a corporate environment
Must have experience in supporting multiple individuals

KNOWLEDGE:
Proficient in the use of Microsoft Applications - Outlook, Outlook Calendar, Excel, PowerPoint, Word;
Must be familiar with the Internet to perform research as needed

SKILLS:
Bilingual
Excellent communication skills (verbal and written) required
Exceptional attention to detail
Strong communication skills and sound judgement
Strong interpersonal and organizational skills

ABILITIES:
Team player, energetic, self-starter, motivated
Responsible for working with and maintaining confidential data

Job:Administrative
Primary Location:United States-Florida-Miami
Shift:Day Shift

Southern Glazer’s Wine and Spirits provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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