Executive Administrative Assistant Job at Arctic Industries LLC in Miami

Position: Executive Administrative Assistant

Reports To: Vice President of Human Resources

About Arctic Industries:

Arctic Industries is a national manufacturer specializing in walk-in coolers and freezers. We provide top-quality, innovative cold storage solutions for various industries, including food service, commercial, and hospitality. Our commitment to excellence and unwavering focus on customer satisfaction drives everything we do. Engineering Reimagined®

Position Summary:

The Executive Administrative Assistant will deliver high-level administrative support to the executive team, with a primary focus on the VP of Sales and the sales team. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities efficiently. The individual will be responsible for organizing sales meetings and training events, preparing and distributing marketing promotional materials, managing executive calendars, coordinating travel arrangements, and serving as a liaison between the sales team and the inside sales group. The role also includes some administrative functions including switchboard operations and invoice reconciliation for other business units. Duties/Responsibilities:

Sales Support:

• Provide a high level of administrative support and assistance to the executive team with a focus on the VP of Sales
• Organize sales meetings, training sessions, and other sales-related events, including managing schedules, arranging venues, and coordinating materials
• Negotiate rates on meetings venues and vendors as needed
• Make decisions regarding meeting locations and materials

• Coordinate comprehensive travel itineraries, including flights, hotels, ground transportation for executives, and hotel accommodations for sales meetings and events.
• Prepare, assemble, and ship promotional and marketing materials to support the sales team’s efforts
• Efficiently manage the VP of Sales' calendar, scheduling appointments, meetings, and ensuring all events are well-coordinated

Operations Support:

Marketing Support:

• Organizing Company and team events
• Maintain accurate inventory records for all promotional and marketing materials
• Fulfill requests for swag items and promotional materials, as directed the marketing or sales team

• Coordinate printed materials with marketing team by internal printing and binding low volumes and through vendors for high volumes to ensure cost effective and efficient fulfillment of requests.

Executive Support:

• Research, data collection, and document preparation for review and presentation by executives
• Handle confidential and sensitive information with utmost discretion
• Work collaboratively with other administrative employees

• Process invoice reconciliations
• Route incoming switchboard calls
• Send customer confirmation emails of daily shipments
• Assist other executives with calendar management as needed
• Perform other duties as needed

Required Skills/Abilities:

• Advanced proficiency in MS Office Suite products, including Excel, Word, Outlook, and PowerPoint
• Proven experience as an Executive Administrative Assistant or in a similar support role, ideally within sales or marketing
• Accuracy and attention to detail
• Demonstrated ability to meet deadlines and manage multiple tasks in a fast-paced environment
• Self-starter that takes the lead in assisting executives and anticipates their needs and the needs of the organization
• Excellent organizational and time management abilities
• Strong written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Exceptional attention to detail and problem-solving skills
• Experience in event planning or meeting coordination is required

Education and Experience:

• BA/BS degree or equivalent
• 5+ years of proven experience as an Executive Assistant

Language, Physical, and Travel Requirements:

• English verbal and written language proficiency
• Spanish verbal language proficiency preferred
• Prolonged periods sitting at a desk and working on a computer
• Ability to occasionally lift up to 25 pounds
• Available and willing to work evenings and weekends when Company needs require
• Ability and willingness to travel by air and car several times per year to other Company facilities and events
• Must be located within a commutable distance to our Medley, Florida Corporate Headquarters and Manufacturing Center

Company Offered Benefits:

• This is a full-time, office-based position
• Health, vision, and dental insurance plans
• Paid time off (PTO)
• Paid holidays
• 401(k) plan with Company match

Our strength resides in the great people we hire from various backgrounds. If you share our values that everyone is our customer and every customer comes first, you will find a home at Arctic.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state, or local protected class.

All applicants must be authorized to work in the U.S. without sponsorship and be able to pass a pre-employment background and drug screening.