Sr. Executive Assistant

FBD Partnership, L.P. is the leading, global manufacturer of frozen beverage dispensers located in San Antonio, Texas. With a customer-first business philosophy and a team dedicated to the highest product quality, FBD develops and manages strong, long-term relationships with customers in the quick-service restaurant, convenience store, theater, and theme park industries. More information about the company can be found at https://www.fbdfrozen.com/

Summary:

The Sr. Executive Assistant provides a high level of support to the Senior Director of Sales, and other company executives by efficiently managing the Dallas office including performing clerical and administrative duties with a high degree of integrity, professionalism, and confidentiality.

Essential Duties and Responsibilities:

• Act as the point of contact for executives, employees, clients, and other external partners and ensure exceptional support and customer service to visitors.

• Manage information flow in a timely and accurate manner.

• Manage executives' calendars, set up meetings, and coordinate details needed for a successful meeting.

• Manage and coordinate vendor visits and other events to support a successful business outcome.

• Support contract maintenance in partnership with the contract administrator and liaise with the building landlord as directed by the Senior Sales Director.

• Act as primary contact for office vendors, Repair companies, and Security/alarm.

• Track expenses and support the Senior Sales Director to ensure the budget is maintained on a weekly, monthly, and annual basis.

• Assist leaders with expense report completion, travel booking, food ordering, meeting setup, and organization of office areas.

• Act as an office manager by keeping up with office supplies and proactively replenishing as needed.

• Monitor office equipment and furniture and liaise with the Administrative Services Manager to update as needed.

• Format information for internal and external communication memos, emails, presentations, and reports.

• Support the sales team on projects.

• Take and distribute minutes during meetings.

• Screen and direct phone calls and distribute correspondence.

• Organize and maintain the office filing system.

• Identify, classify, maintain, and protect files, documentation, and sensitive information consistent with record handling and retention requirements.

• Maintain the executive area and meeting rooms to ensure the areas are ready for visitors to include coffee supplies and stocked refrigerators.

• In collaboration with San Antonio Supply Chain, conduct physical inventory of the office and investigate any discrepancies.

• Partner with Human Resources (HR) to design and implement office policies and procedures.

• Work in partnership with the San Antonio HR and Administration team to coordinate quarterly luncheons, wellness program activities, and recognition events to support efforts to build a strong culture of engagement at FBD.

• Perform other duties and projects as needed and assigned.

Minimum Qualifications - Education/Experience:

• Must have a High School Diploma. Bachelors' degree highly desired.

• Must have a minimum of 5 years of experience as an Executive Assistant in a professional business setting.

• Previous experience supporting an Executive team in a family owned or privately owned company highly desired.

• Must be able to exercise discretion and maintain confidentiality with sensitive company information.

• Ability to develop and sustain a high level of professionalism among staff and customers.

• Excellent organizational skills with an ability to think proactively and prioritize work.

• Must have excellent communication skills because of daily contact with the Executive Team, Sales, Operations, Human Resources and Engineering.

Physical Demands:

• Required to sit, type, have eye/hand/foot coordination, occasionally stand, walk, reach, grasp, lift, carry, push, and pull.

• Ability to lift and/or move up to 20 pounds.

• Clarity of vision including the ability to appropriately differentiate colors.

• Ability to hear, understand, and distinguish speech and other sounds.