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Office Coordinator
New York
Spirits and Beverage
Full time
Posted 2 weeks ago
Copied
Market: NY - New York
Industry Segment: Spirits and Beverage
Category: Administration
Seniority: Coordinator
Job Type: Full time

Marketplace Role

As a service to our candidates we present 1000’s of luxury industry roles as part of our Marketplace offering. For these jobs you will be forwarded to the brand to apply directly.

Job Description

Position

The Office Coordinator is responsible for the coordination and facilitation of all travel planning and expense reporting for the assigned Executive. The incumbent must establish and maintain an environment of confidentiality within and around the activities of the Executive, the executive council and the leadership team on all matters and exercise discretion and sound judgment at all times.

Profile

Administrative Management

  • Provide a broad range of confidential and high priority services for the Executive including anticipating and facilitating aspects of administrative, financial, and operational activities.
  • Maintain discretion and confidentiality with respect to all sensitive personal and business information and activities.
  • Work closely with Executive Assistants throughout the organization, as needed, and act as a liaison and manage the coordination with global Ea’s

Travel and Expense Reporting

  • Plan and coordinate all travel activities, maintaining adherence to budget and calendar constraints and ensuring all aspects of each trip are well-executed.
  • Manage all aspects of expense budgeting and reporting including Executive’s expenses related to T&E; audit and provide support for the approval of Executive’s direct reports expenses.
  • Assist the Executive in reviewing and approving all expense reports submitted by direct reports.

Budget Management

  • Monitor adherence to annual budgets for department, approving and reconciling vendor invoices against forecasts.
  • Vet and onboard new vendors, ensuring Ndas, Msas and Sows are agreed upon and signed, in collaboration with Legal and Procurement teams.
  • Collaborate with Legal and Procurement teams and third-party vendors to facilitate annual contract renewals.

Coordinate and track any reclassification of expenses, as necessary.

Additional Information

Education

  • Bachelor’s degree in Business Administration or related field required

Professional Experience

2-3 years of progressive business and project management experience with a focus on supporting high level executives in heavily matrixed environments; luxury industry experience preferred

Practical/Technical Knowledge

  • Strong analytical, problem-solving and teamwork skills
  • Ability to manage sensitive and highly confidential information and matters in a trusted and responsible manner
  • Excellent written (structure, speed and accuracy), verbal, and interpersonal communication skills
  • Extremely organized and detail oriented. Ability to handle several tasks concurrently with ease
  • Ability to meet deadlines and in high-pressure situations
  • Exercise a high degree of professionalism
  • Experience working with a team in a fast-paced setting
  • Self-starter and able to work with minimal day-to-day supervision
  • Multiplatform technology proficiency (Pc, Mac), experience working with different business software suites, project, and time management tools. Ability to quickly grasp the use of reporting tools
  • Project management experience
  • Sensitive towards people, information, and property safety and security
  • Availability and flexibility to adjust to schedule changes in the context of a global organization operating in multiple time zones (domestic and international), as well as related to business needs

Office Coordinator
Moët Hennessy
New York
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Office Coordinator
Moët Hennessy
New York

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