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Title:  Administrative Associate

Job ID:  60390
Country:  USA
City:  Miami
Professional area:  Administration
Contract type:  Permanent
Professional level:  Experienced
Location: 

Miami, FL, US, 33131

 

We’re JTI, Japan Tobacco International and we believe in freedom. We think that the possibilities are limitless when you’re free to choose. In fact, we’ve spent the last 20 years innovating, creating new and better products for our consumers to choose from. It’s how we’ve grown to be present in 130 countries.

But our business isn’t just business. Our business is our people. Their talent. Their potential. We believe when they’re free to be themselves, grow, travel and develop, amazing things can happen for our business

That’s why our employees, from around the world, choose to be a part of JTI. It’s why 9 out of 10 would recommend us to a friend. And why we’ve been awarded Global Top Employer status, six years running

So when you’re ready to choose a career you’ll love, in a company you’ll love, feel free to #JoinTheIdea. 

Learn more: jti.com

 

Position Purpose 

The primary purpose of this position is to provide support to Regional VPs by providing executive support including, but not limited to clerical support, arranging travel and correspondence, scheduling meetings and coordinating special events. The incumbent is also responsible together with other Administrative Associates to ensure smooth running of the Miami office.


This position is located in Miami, FL.

 

Responsibilities and Requirements

  • Coordinate all travel arrangements for Regional VPs including but not limited to car service, flights, hotel and other necessities to help ensure smooth departures and arrivals.
  • Research and coordinate logistics for events including hotels, restaurants and venue spaces.
  • Handle expense submission and claim process acceding to company's Travel & Entertainment Policy for Regional VPs.
  • Assist Regional VPs with team meeting organization (taking meeting notes, reserve conference rooms/meeting space, equipment, food, and beverage service etc.) and coordination.
  • Cover reception duties together with other Administrative Associate on established schedule to ensure smooth running of the Miami office.
  • Answer and direct incoming calls, greet visitors and vendors.
  • Establish and maintain positive working relationship with external vendors.
  • Daily mail pick up and distribution, process daily outgoing mail and courier services.
  • Office management: order office supplies, ensure office equipment is working properly (copy machines, fax, etc.) call repair service as needed. Maintain kitchen supplies and equipment. Manage catering service vendor for weekly lunch schedules and menus.
  • Ensure and sustain cleanness of the office premises via dealing with building management and cleaning provider.
  • Ensure office space is organized and presentable as required.
  • Organization parking passes as required for new employees.
  • Book maintenance when issues arise with office space.
  • SAP/Invoice Payments: create & maintain PR/PO for office vendors & various assignee relocation vendors (housing, schooling, move etc.),
  • Process invoices for payment in timely fashion, follow up & trouble shoot with GBS/Finance in case of issues and delays with payments.
  • Provide administrative support as required to Regional VPs including but not limited to printing & preparing presentations, organizing materials for upcoming meetings, scheduling agendas, booking meetings via Outlook etc.
  • Organize Miami office events (such as Family BBQ, Holiday Party, Thanksgiving food drive, Halloween etc.) working together with P&C and Finance to ensure compliance with company policies and procedures and within the established budgets. 
  • Set up new joiners offices / desk with welcome packs and goodies.

 

Minimum Qualifications 

  • BA/BS degree strongly preferred
  • Min 5 years of executive administration experience in larger cooperation
  • Fluency in English & Spanish, with excellent written and oral skills
  • Excellent communication skills with strong ability to get along and work productively with others.
  • Hard worker and problem-solver, as issues/problems will not be the same from day to day.
  • Excellent time management and organizational skills are necessary due to working on multiple tasks at the same time.
  • Proficiency in Ms Office, SAP experience is a plus.
  • Ability to self-motivate and work unsupervised. 
  • Ability to maintain highest degree of confidentiality and diplomacy.

 

Benefits
Enjoy a competitive salary commensurate with the experience and responsibility requirements.
Excellent employee environment with a competitive benefits package including:

  • Annual Performance based Bonus  
  • Annual Merit Increase  
  • Healthcare  
  • Dental + Vision
  • Voluntary benefits
  • Paid Time Off  
  • Paid family leave benefit
  • 401k Plan + Company Contributions  
  • Life Insurance  
  • Disability 
  • Tuition Assistance

                                       
 JTI offers equal employment opportunity and will not discriminate on the bases of race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or other non-merit based factors.”


Nearest Major Market: Miami

Job Segment: Medical, ERP, Clerical, Administrative Assistant, Office Manager, Healthcare, Technology, Administrative

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