Executive Assistant

Red Bull; Santa Monica (CA); On-site; USD 64,000 - 96,000; Full time

Job summary

Red Bull North America is seeking an Executive Support professional to provide direct administrative support to the EVP of Distribution. Responsibilities include calendar management, coordinating domestic and international travel, preparing PowerPoint presentations, internal communications, reporting, and supporting the EVP’s direct reports.

You will lead meetings, plan department events and manage agendas, minutes, and follow-ups, while collaborating across Distribution teams and HQ to drive

Qualifications

• 5+ years’ experience in positions related to sales and distribution with strong analytical skills.
• Familiarity with Circana
• Understanding of P&L and business drivers
• Understanding of business insight/category management principles
• Strong MS Office Skills: Outlook, PowerPoint, Excel and Word, must be very proficient
• Strong written/verbal communication – professional writing skills (internal emails, etc.)
• Experience in coordinating large events & meetings preferred
• Capable of working well with diverse personalities
• Excellent organization and project management skills

Responsibilities

• Provide direct administrative support to the Executive Vice President of Distribution for Red Bull North America.
• Calendar management and travel coordination (domestic and international).
• Prepare PowerPoint presentations and assist with internal communications and reporting.
• Coordinate monthly tracking reports and provide support to EVP’s direct reports.
• Plan and coordinate department meetings, agendas, minutes, and action follow-ups.
• Lead planning and execution of department events and off-sites as needed.
• Develop and maintain scorecards, trackers, and reports to assess performance.

Skills

Analytical skills

Strong MS Office

Written/verbal communication

Event coordination

Collaboration

Tools

Circana familiarity

Job description

In this position you will provide direct administrative support to the Executive Vice President of Distribution for Red Bull North America. Responsibilities will include but are not limited to: calendar management, coordination of meetings and travel (domestic/international), preparation of PowerPoint presentations, internal communications, report distribution and record-keeping, coordination of monthly tracking reports, and support to direct reports of EVP.

Job Description

EXECUTIVE SUPPORT

Calendar & travel management for EVP (domestic and international).

Plan and orchestrate meetings/conference calls across teams.

Process forms and expense reports.

Ensure that tasks and projects are completed correctly and on time.

Proactively communicate follow-up information on all matters.

Run/manage staff meetings including agenda coordination and timely action-oriented recaps.

EVENTS & MEETING SCHEDULING, PLANNING, & COORDINATION

Lead the planning and production of all department level activities, including off-sites, workshops and team building events.

Manage and communicate Executives' calendars and assist with time management and prioritization.

Maintain department calendar; schedule and coordinate regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes.

Provide admin support to Distribution departments and their respective department heads as needed.

PRESENTATIONS & COMMUNICATION

Create high quality PowerPoint presentations for EVP and other team members.

Liaise with various departments communicating information, analysis or reports.

Route contracts through approval and signature.

PLANNING AND ANALYSIS

Contribute to the development of long-term strategic missions, objectives, and appropriate KPIs across business segments and functions.

Provide thorough analyses of business goals; identify helpful and harmful factors contributing to their success.

Develop scorecards, trackers, tools, and reports that assist the Distro LT in assessing performance.

Provide quantitative analytic support on projects requiring financial or data analysis.

Evaluate proper utilization and allocation of resources across business segments and functions.

BUSINESS PROCESS IMPROVEMENT

Work collaboratively with department leads to map and document current processes from end to end.

Conducts focus group interviews, collect, codify, and implement best practices from HQ, sharing nationally where appropriate.

Evaluate the applications and/or workflow process and provide recommendations to leadership on process improvements or automation opportunities.

Develop improvements to business planning process to increase productivity and efficiency.

Manage business planning timeline and deliverables to ensure alignment across all levels of SaMo team.

Partner with project leaders to effectively manage documentation and tracking of project milestones, schedules and resource needs.

Develop, enhance, and monitor project management methodologies ensuring that a streamlined process exists, and ensure that projects are implemented and successfully delivered to meet standards and requirements.

ADMINISTRATIVE TASKS

Organizing and maintaining team calendar.

Scheduling appointments, meetings and workshops, responsible for meeting minutes.

Make travel arrangements and verification of travel costs.

Assist in preparations for meeting and calls.

Responsible for internal communications (collaboration, contact management etc.) and information flow, correspondence on behalf of the manager.

FILING & ARCHIVE MANAGEMENT

Onboarding of new employees.

Verification of invoices, supporting the manager or administrative responsibility for budget management (FRE, SRE, TRE, budget closing, invoicing, tracking of budget, re-charges).

Carrying out specific small projects & research, assist in projects.

Other administrative duties as assigned (e.g., ordering office supplies, send FedEx).

COMMUNICATIONS AND TEAMWORK

Strong interpersonal and influencing skills.

Professional/polished communication style.

Actively listens, expresses ideas/thoughts effectively.

Ability to work with multiple managers and personality types.

Works within and outside formal lines of authority.

Patient & humble – partners effectively with various stakeholders.

Qualifications

5+ years’ experience in positions related to sales and distribution with strong analytical skills

Familiarity with database related tools such as Circana IS a plus

Understanding of P&L and business drivers

Understanding of business insight/category management principles

Strong MS Office Skills: Outlook, PowerPoint, Excel and Word, must be very proficient

Strong written/verbal communication – professional writing skills (internal emails, etc.)

Experience in coordinating large events & meetings preferred

Capable of working well with diverse personalities

Excellent organization and project management skills

Additional Information

This position is open to U.S. citizens, U.S. permanent residents, or individuals who are currently authorized to work in the United States on a valid visa.
The base salary range for this position is $64,000 – 96,000 + cash incentives. Actual salary offers may vary based on work experience. The base pay range is subject to change and may be modified.
Our current Benefits include:
Comprehensive Medical, Dental and Vision Plans, 401k Match, Family Leave, PTO & Paid Holiday Schedule, Pet, Legal, and Life Insurance, Tuition Reimbursement (Benefits listed may vary depending on the nature of your employment and/or work location).

Red Bull North America, Inc. is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status, age, or any other classification protected by Federal, state, or local law. We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.