We are looking for an Executive Assistant to join our Marketing team at our headquarters in Bethesda, MD. You will directly support the Chief Marketing Officer and the three Marketing VPs, and indirectly support the broader marketing team at the nation’s leading retailer of wine, spirits and beer: Total Wine & More. You will be responsible for calendar management, meeting coordination, travel bookings, expenses, and PowerPoint presentations. You will organize team engagement events and assist with special engagement and culture projects. You will also produce bi-weekly content for Marketing Townhalls. You will report to the Chief Marketing Officer.
You will
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Manage the CMO’s and three VP’s calendar and daily schedule, as well as ad hoc support for large enterprise-type meetings organizes by a marketing director
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Schedule meetings, manages conflicts, accepts invitations. Ongoing and proactive communication of calendar issues with a keen sense of prioritization (i.e. knowing when a meeting is important or less important, based on meeting topic and attendees).
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Gathering and distributing the agenda for the weekly Marketing Leadership Team meeting, as well as attending the meeting and creating / distributing meeting minutes
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Arrange and reserve conference rooms, catering, audio/video and other essential services for meetings
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Support special projects including company-wide events, seasonal floor décor, and engagement events
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Produce the bi-weekly Marketing Town Hall, including sourcing, organizing and creating energizing content, structuring the agenda to fit into an hour, booking guest speakers, sourcing videos, photos and slides from the team, and enhancing them for best ‘fun’ impact! Sourcing content also means being the team photographer for events and random day-to-day fun happenings.
- Schedule, arrange, and prepare travel (itineraries, reservation, documents/store reports) in a proactive manner
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Coordinating internal support resources for the CMO, VPs, and the Team, such as tech support when needed, supplies, or deploying rollout of certain HR programs/events
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Document and reconciles expenses for directors, VPs, and CMO
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Support cascading of company-wide HR and other initiatives and communications
- Prints weekly reports and publishes the weekly report binder
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Answer phones, scanning, note transcription, handling mail for Marketing Team
- Infrequent errands for CMO or VPs (e.g. grabbing lunch or a coffee on a particularly busy day)
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Support and lead keeping Marketing floor itself organized and clutter-free when needed, including sponsoring periodic clean-up events
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Ad hoc projects and administration -- which may involve supporting organization of a marketing campaign, being overflow support for invoice processing, and other such tasks
You will come with
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3+ years administrative assistant experience for VP or above, retail and/or marketing experience a plus
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Energy, a sense of fun, willingness to listen, learn and drive
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Experience organizing team engagement events
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Strong organization, proactive problem-solving, and communication skills
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Extensive PowerPoint skills (including animation), intermediate Word and Excel, and Team or Zoom skills
We offer
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Paid Time Off (PTO)
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Generous store discounts
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Health care plans (medical, prescription, dental, vision)
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401(k), HSA, FSA, Pre-tax commuter benefits
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Disability & life insurance coverage
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Paid parental leave
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College tuition assistance
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Career development & product training
Grow with us
Total Wine & More is the country’s largest independent retailer of fine wine, beer and spirits, and we continue to grow our footprint year over year. Total Wine offers exciting and unique career opportunities across the country and in our corporate office. Our strength is our people. We have a commitment to training and career growth, all in an environment that values new ideas and teamwork. If you share our entrepreneurial spirit and a passion for providing best-in-class customer experience, take a moment to apply or learn more at www.TotalWine.com/About-Us/Careers!
Total Wine & More is an equal opportunity employer and all qualified applicants will receive consideration for employment without discrimination based on race, color, religion, national origin, sex, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law. Total Wine & More makes reasonable accommodations during all aspects of the employment process, including during the interview process. Total Wine & More is a Drug Free Workplace.
The information provided above indicates the general nature and level of work required of the position and is not a comprehensive list of all responsibilities or qualifications. Benefits list is only a highlight of some of the benefits offered to team members; eligibility for certain benefits apply.
