Administrative Assistant - Retail Operations (Wine Jobs: Management & Administration)

  Total Wine & More

  Bethesda, Maryland

This position is responsible for supporting the Executive Vice President of Retail Store Operations and SVP of Store Operations. In addition to the typical administrative responsibilites including: answering phones, calendar/meeting coordination, and arranging travel, the Administrative Assistant will manage EVP and SVP expenses, field payroll approvals, prepare presentations, and support special projects as assigned. Position reports to both the EVP of Retail Operations and the SVP of Store Operations.

KEY RESPONSIBILITIES
• Supports EVP/SVP in all administrative areas and acts as resource to the Retail Operations department.
• Handles company information of confidential nature.
• Maintains EVP/SVP calendar and ensures both are kept on schedule.
• Arranges all EVP/SVP travel including reservations, trip agendas, hotel accommodations and trip follow up. 
• Assists with meeting preparation including creating agendas, gathering documentation, etc.  
• Builds and maintains reporting tools for both EVP and SVP on a weekly/monthly/quarterly/annual basis and partners with direct reports to ensure deadlines are met.
• Assists with coordinating staff meetings, special event planning, and employee engagement initiatives.
• Follows up on communication with staff and Senior Leadership Team. 
• Follows up on action points from meetings.
• Ability to use discretion in order to manage phones calls and emails on EVP and SVP’s behalf.
• Reconciles expenses and invoices. 
• Acts as liaison between the Store Support Center (Corporate office) and Field team members.
• Assists with drafting slides for presentations. 
• Ability to pull confidential data and run basic reports from internal systems and interpret findings based on EVP/SVP request.
• Ensures files are kept current and organized.
• Manages special projects as assigned.
• Renews subscriptions and fulfills supplies.
• Support other members of the Retail Operations team as needed

JOB REQUIREMENTS

Minimum Experience, Skills and Education:
• BS/BA degree required
• 3 to 5 year’s administrative assistant experience for director or above, retail experience a plus
• Highly organized and ability to interact with all levels of leadership

Preferred Experience, Skills and Education:

• Advanced Microsoft Office Skills – Word, Excel, PowerPoint, and Outlook
• Ability to plan and manage projects within time constraints, with limited supervision
• Ability to organize, focus, and redirect others so deadlines are met
• Must be able to exercise independent judgment and decision-making skills
• Ability to multitask in a fast-paced environment
• Excellent organizational, analytical, and grammatical skills
• Excellent communication skills that convey empathy and reinforce open door policy
• Strong attention to detail
• Ability to handle details of confidential nature
• Continuously strives to improve work processes 
• Some schedule flexibility when needed
• Previous experience in the retail industry helpful

PHYSICAL REQUIREMENTS (with or without accommodations):
• N/A

How To Apply