Senior Administrative Assistant

The Senior Administrative Assistant is a critical role that will support two leaders, the Senior Vice President that oversees the Direct Store Delivery (DSD) Commercial organization and the Vice President responsible for DSD, Market Development, including eight direct reports, and their respective teams. This person is responsible for performing senior level, administrative activities to set the team up for success and requires an individual with sound business judgment and the ability to make independent decisions in a fast-paced environment. Advanced proficiency skills required in Microsoft office, including PowerPoint, Word, and Excel. Excellent written and verbal communication skills are also required. The ability to anticipate needs, think critically and offer solutions to problems is a plus.

This position is based at our HQ in Frisco, TX and will have a hybrid schedule (3 days in the office and 2 days work from home)

Customer Service and Communication:

• Delivers legendary customer service to all people who interact with the VPs, including fellow employees, peers, customers, and vendors
• Strong influencing, interpersonal and communication skills. Ability to communicate effectively in both written and oral format with executive level management, and all internal/external contacts.
• Anticipates the needs of their VPs by proactively identifying ways to address issues and resolve problems quickly
• Escalates issues within the department that warrant immediate attention

Ambassador of our Culture

• Assist with our Team Culture initiatives to foster a caring and collaborative work environment
• Support onboarding new hires for success, and assisting with all training needs as requested
• Maintain positive, “can-do” attitude at all times and embed enterprise collaboration across all teams
• Work closely with other KDP administrative assistants to share best practices and foster a collaborative work environment

Planning/Organizing:

• Calendar management
• Proactively manages and prioritizes calendars and itineraries to ensure more effective use of VPs time
• Proactively resolves scheduling conflicts
• Travel management
• Manage travel for VPs and their direct reports including making all travel arrangements and preparing detailed travel packets
• Budget Management/Reports
• Manage T&E expense reports for VPs and their direct reports leveraging our internal Concur System
• May prepare periodic reports or documents, e.g. monthly billing reports and invoices and may monitor and update budgets based on input from managers, researching discrepancies and resolving as appropriate.
• Meeting Management
• Assist VPs and Direct reports with meeting preparation including booking meeting rooms, managing AV equipment needs, sending out calendar invites, and managing all meeting elements
• Assist team and other administrative assistants with large lunch meetings, offsites or partner meetings

Business and Technology

• Willingness to understand the business and industry in which the department operates
• Provide administrative support to VPs and direct reports, including using technology platforms to foster streamlined planning and meeting management.
• Organize workload to comply with deadlines and priorities and work independently to complete routine department or group functions.
• Strong organizational and technical skills including:
• PowerPoint – proficient at building customized templates, formatting, and embedding images and videos
• Excel – Proficient at building customized spreadsheets, pivot tables, and sorting features for ease of manipulation of data
• Workday – Understanding of Workday features and how to navigate system for key deliverables
• Web-ex/MS Teams/Zoom – understanding of how to leverage web-ex and zoon for virtual meetings including setting up meeting,
• MS Teams – understanding of key features and how teams can leverage for speed to action and communication in a virtual environment