Executive Assistant Jobs

ABARTA Coca-Cola Beverages is a family-owned company committed to being a visible, engaged partner to the customers and communities we serve. We value diversity and individuality and when you thrive, we thrive. ABARTA offers the perks of a large corporation with the personalized touch of a smaller company. We are a workplace that encourages sharing ideas in a supportive environment, growing professionally, maintaining a healthy work/life balance, and interacting with all levels of the organization. We would love for you to become a part of our family to help make our vision of Quenching the Thirst of Our Neighbors a reality!

Summary

The Executive Assistant provides professional and personal assistance to the President & CEO of ABARTA, Inc./Chairman & CEO of ABARTA Coca-Cola Beverages, ABARTA Chairman of the Board, Lead Independent Board Advisor, Chairs of various ABARTA Board Committees, Vice President of Finance, Tax Department, and all members of the Family Office/Family Council. Tasks include all aspects of executive administration, including managing documents, coordinating meetings, creating presentations, planning travel and budgets, providing analysis, scheduling, and performing various clerical functions. The Executive Assistant must be organized, proactive, and collaborative, with thoughtful attention to detail to support and emulate the Company and Family Mission and Values. Occasional travel may be required to provide onsite support.

Responsibilities

CEO and Corporate Activities

• Complete Board Orientations and Retirements
• Logistics for meetings (contracts for offsite meetings, travel arrangements – air, car, hotel)
• Create and maintain Board Member Profiles
• Schedule Distribution Center Tours & Trade Visits
• Maintain & update corporate profiles & organizational structure according to various subsidiaries resolutions & consents, while being cognizant of personnel changes
• Assist Directors/Advisors with special projects (committee work, director search, etc.)
• Manage ABARTA fully executed contracts and agreements
• ABARTA Board
• Schedule, plan and execute Quarterly Board Meetings & related travel arrangements and submit expense reports
• Filing of ABARTA Board Meeting Minutes and Pension & 401(k) Meeting Minutes
• Plan ABARTA Leadership Team Meetings, CFO Meeting, and Lead Independent Director Meeting (monthly and as requested)

Family Office / Family Council

• Family Estate Planning: Maintain documents while working with Family Legal Counsel
• Arrange & prepare for semi-annual budget meetings & year-end projections and new year budget
• Work with Family Council Chair and Meeting Planning Committee to arrange & book meetings
• Update, Maintain, and Distribute Family Email, Cell & Email and Home Address list
• Trust & Business Continuity Trust Accounts: Prepare checks as requested and also make deposits
• Secure 501(c)(3) from all organizations as to their tax exemption determination
• Provide administrative support for philanthropic activities
• Balance checking accounts with monthly Investment Statements
• Act as guardian of family historical files (pre-2002) and family shareholder files (post 2002)
• Prepare annual budget spreadsheets and quarterly cash call schedules; Balance bank account with budget spreadsheets
• Prepare various tax documents to the Tax Department for IRS tax purposes
• Coordinate meeting package information with ABARTA Auditor

Other Areas Of Responsibility

• Open, sort and distribute daily incoming mail for ABARTA
• Maintain contacts in Outlook
• Provide notary services
• Other duties as assigned

Qualifications

EDUCATION:

• Business school graduate or commensurate experience

Experience

• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint
• Notary preferred
• Team player
• Flexibility in handling multiple assignments
• Excellent communication skills
• 5+ years administrative experience at an executive level.
• Highly organized
• High degree of confidentiality

Additional Information

ABARTA Coca-Cola Beverages, LLC applicants must submit to a background verification process prior to commencing employment with the company. Employment with ABARTA Coca-Cola Beverages, LLC is contingent on a pre-employment background check which may include drug screening, driving records (including minor moving violations) and will be evaluated according to ABARTA Coca-Cola Beverages, LLC guidelines to determine eligibility for this position. ABARTA Coca-Cola Beverages, LLC is an Equal Opportunity Employer Minorites/Women/Veterans/Disable/Sexual Orientation/Gender Identity.