Executive Assistant- Supply Chain, IT & Technical Services

Brown‑Forman Corporation•Louisville, KY

About The Position

This role is an integral part supporting Supply Chain, IT, and Technical Services by providing comprehensive administrative support and coordinating a high volume of communications (phone, email, presentations, etc.) with internal and external audiences. The individual in this role will be expected to liaise frequently with peers in similar roles across the organization. In addition to the core Executive Assistant responsibilities, this role will also support Customer Service in customs document management and B-F Travel with travel related support as needed.

Requirements

A minimum of three 5+ years’ experience in a corporate assistant position. Ability to function well independently or as a team member.
Computer proficiency with Windows software applications, including Microsoft Suite; knowledge of Google applications
Excellent written and oral communication skills with the ability to clearly and tactfully initiate and respond to inquiries.
Excellent interpersonal skills and ability to work with diverse personalities and maintain effective working relationships with employees at all levels from all around the world.
Ability to independently organize and prioritize workload to ensure completion within designated time frames.
Critical thinking skills, with the ability to identify and solve problems and successfully manage and complete multi-faceted projects
Ability to maintain and communicate information confidentially, with discretion, and professionally at all times.
Demonstrated analytical and problem-solving skills.
Ability to execute responsibilities in a timely and accurate manner, despite frequent interruptions and changing deadlines.
Pleasant, “can-do” attitude and professional demeanor.
Ability and willingness to work overtime occasionally on short notice.

Nice To Haves

Bachelor's Degree or an Associate’s Degree is preferred.

Responsibilities

Works with a high degree of initiative and judgment, as well as the ability to prioritize and complete workload in a high volume, self-managed environment.
Interacts with all levels of the corporation on a daily basis. Assumes responsibility with minimal supervision, using initiative and judgment to make decisions within the scope of job authority.
Proactive and extensive coordination and execution of travel plans, schedules, and meeting arrangements. Maintains filing systems for each office, and processes invoices, expenses, corporate card reconciliations, and subscriptions.
Meeting support: Preparing agendas, taking minutes, and following up on action items from meetings.
Proactively support the planning and management of large-scale meetings and events (internal and external) and the execution of key engagement and capability development initiatives.
Assist Customer Service and Supply Planners with Customs documents that require original signatures and/or BF company stamp, for clearance of shipments to avoid delay/rejection of goods and to be compliant with foreign government regulations.
Provide oversight of Airfare Ticket Management, including lifecycle reviews, reassignment opportunities, monitoring of expiring tickets, and tracking overall savings.
Requires knowledge of Brown-Forman’s corporate structure, operations, policies and procedures, technical skills, and an ability to follow instructions as well as taking initiative with little supervision and thinking independently. Much of the work is confidential, so discretion is required.
Accessible to the direct reports of the SVP-CIO and Director of Supply Chain Integration and Strategy and the VP -Director of Technical Services and their teams for administrative support of special projects and events.
Office and Supplies Management: Maintaining and organizing supplies, documents, files, and correspond with facilities management on any needs related to office maintenance to ensure the office environment is orderly and efficient
Assists with special projects as requested.