Summary Description:
This unique position encompasses direct support for Refresco’s Communications department and executive administrative support to the Chief Operating Officer and Chief Financial Officer of Refresco North America. As a communications specialist you will help the Sr. Communications Manager for North America by assisting with internal and external communications for the company. You will be expected to be very organized and with meticulous attention to detail, working well under pressure, and meeting deadlines. You will have excellent interpersonal and communication skills with the ability to multitask and adapt in a fast-paced environment. To ensure success, communications specialists should be innovative, organized, and self-motivated.
As an executive assistant to the COO and CFO, you will manage tasks related to increasing the time an executive has available for executive level responsibilities. May handle a wide variety of situations involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, presentations, memoranda, and reports, organizes travel and accommodation for business trips, prepares expense reports and manages executives’ calendars among other tasks. Flexibility to work outside normal working hours is required to the nature of the role.
Essential Functions:
Communications Specialist Responsibilities:
- Prepares newsletters for distribution across the Business Unit (Canada, USA, Mexico)
- Updates North America website as needed
- Updates Intranet/SharePoint as needed
- Provides support for any communication project or initiative as needed
- Updates presentations and resource guides
- Creates social media posts
- Assists with implementation of Group (global headquarters) initiatives
- Creates purchase orders and processes invoices
Executive Assistant Responsibilities:
- Organizes and maintains files and records
- Plans and schedules meetings and appointments
- Supports other Refresco executives from Group
- Manages projects and conducts research
- Prepares and edits correspondence, reports, and presentations
- Makes travel and guest arrangements, including international travel arrangements
- Serves as back up for the day-to-day operations of the office
- Provides quality customer service
- Works in a professional environment
Required Skills and Competencies:
- Proven experience as an executive assistant or other relevant administrative support experience.
- A minimum of 2 years’ experience in communications or in a position where communications projects and support were a key part of the role.
- Excellent written and verbal communication skills
- Works well under pressure and meets tight deadlines
- Highly computer literate with capability in email and related business and communication tools such as Microsoft Teams, Zoom, and conference call set ups. In-depth understanding of entire MS Office suite, particularly PowerPoint. Willingness to learn other software applications
- Content writing experience for all media platforms preferred
- Proven social media and networking expertise preferred
- Strategic and creative mindset
- Meticulous attention to detail
- A portfolio of work available for review
- Excellent interpersonal and communication skills, verbal and written
- Excellent organizational skills
- Ability to analyze and solve problems
- Ability to maintain constructive working relationships with people at all levels of an organization
- Ability to balance multiple tasks with changing priorities
- Adaptable to change
- Strong team player and willing to help out when needed with the broader admin team
- Ability to work in a busy and open office environment on a daily basis
- Knowledge of Spanish and French desired but not required
Education and Experience:
- Bachelor’s degree in communications, journalism, public relations, business or a related field.
- Minimum 5 years administrative experience
Working Conditions:
- Onsite – This is not a remote role. Employee must work at the Tampa Corporate Office.
- Physical Demands– Continuously sitting for prolonged periods, as the job is administrative in nature.
- Visual/Sensory – This position requires attention to detail, requiring attention with one or two senses at a time.
- Work Environment – Work and environment fasted paced, requiring ability to remain focused under pressure.
- Mental Stress – There is pronounced pressure from deadlines, project management, accuracy or similar demands.
Other Duties:
- This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
