Office Manager & Executive Assistant

Disaronno International USA; Baltimore (MD); On-site; USD 50,000 - 70,000; Full time

Job summary

A beverage company in Baltimore seeks an experienced Office Manager to provide high-level administrative support to the CEO and USA Country Director. Responsibilities include overseeing office management, coordinating events, and handling executive tasks like calendar management and expense reporting. Ideal candidates will have 3-5 years of experience in office management, excellent communication skills, and proficiency in Microsoft Office. This role is crucial to maintaining a professional and organized office environment.

Qualifications

• 3–5 years of experience in Office Management or Executive Administrative Support.
• Proven ability to collaborate effectively with diverse individuals and teams.
• Strong work ethic with a high level of professionalism and discretion.

Responsibilities

• Coordinate and oversee day-to-day office management activities.
• Provide high-level, confidential administrative support to the CEO.
• Deliver excellent customer service and maintain an organized office environment.

Skills

Office Management

Interpersonal skills

Communication skills

Time management

Multitasking

Microsoft Office Suite

Customer service

Tools

Microsoft Office Suite

Concur

Job description

Disaronno International USA is the US subsidiary of ILLVA Saronno s.P.a., and currently imports and markets Disaronno Amaretto, Disaronno Velvet Liqueur, Sagamore Spirit Rye, The Busker Irish Whiskey, Engine Gin, Tia Maria Coffee Liqueur, and Rabarbaro Zucca Amaro.

About the Role

The ideal candidate is responsible for providing high-level administrative support to the CEO and USA Country Director and a skilled multi-tasker that will also support our office space in the Baltimore Peninsula. This role is a key position that requires a high degree of professionalism, organization, and communication.

Essential Job Functions

• Coordinate and oversee day-to-day office management activities for the Company’s physical headquarters in Baltimore, MD.
• Serve as the first point of contact for incoming external calls and office visitors.
• Support planning and execution of Company events, including local and national events.
• Coordinate corporate office equipment requests and manage office supply ordering.
• Provide high-level, confidential, and diversified administrative support to the CEO and USA Country Director, including:
• Calendar management
• Expense reporting
• Coordination of deliverables and deadlines with internal teams
• Tactfully manage executive time, prioritize competing demands, and communicate clearly and effectively with internal and external stakeholders.
• Deliver excellent customer service and hospitality while maintaining a clean, organized, and welcoming office environment.
• Prepare for in-person meetings, including hospitality needs (food and beverages) and light general IT support.
• Manage executive mail, shipping requests, and office-related purchasing.
• Foster a positive team atmosphere, including support of internal and external social gatherings, contributing to overall company culture.
• Manage and reconcile corporate credit card expense reports, including reviewing and processing expense submissions for the CEO and USA Country Director.
• Support employee anniversary and recognition programs.
• Perform additional duties as assigned.

Qualifications

• 3–5 years of experience in Office Management or Executive Administrative Support.
• Proven ability to collaborate effectively with diverse individuals and teams.
• Excellent interpersonal, written, and verbal communication skills.
• Strong work ethic with a high level of professionalism and discretion.
• Highly organized, detail-oriented, and able to multitask while meeting deadlines.
• Excellent time management and prioritization skills.
• Strong typing skills and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with Concur preferred.
• Notary certification or willingness to obtain certification.