Administrative Assistant - Government Affairs
Location
District of Columbia
City
Washington
Role Type
Permanent
WHO WE ARE
ITG Brands is the third-largest tobacco company in the USA with offerings of some of the most well-known cigarette, cigar, and e-vapor brands. As a member of the globally recognized Imperial Brands PLC family, we are a forward-thinking partner with operational integrity.
ITG Brands is committed to putting consumers at the center of what we do, while creating an innovative workplace where inclusion, creativity, and bold thinking drive progress. This empowers us to bring our true selves to work, to collaborate more effectively through showing our passion and being confident to bring new ideas to the table.
We are not afraid to seize opportunities and make things happen - both individually and collaboratively. We strive to exceed expectations by seeing things differently and doing things differently. This truly is a place where we all share a challenger mindset which drives our success.
What You Will Do
JOB SUMMARY
Under general supervision, responsible for providing administrative support managing complex schedules, handling diverse organizational tasks, and coordinating intricate travel arrangements, all while maintaining keen attention to detail, discretion, and sensitivity to confidential information.
WHAT YOU WILL DO
Schedule Management:
Manage and coordinate complex calendars for multiple individuals, prioritizing and scheduling meetings, appointments, and events.
Anticipate scheduling conflicts and proactively suggest alternative solutions.
Ensure individuals are well-prepared for meetings, including providing agendas, background information, and briefing materials.
Manages requests and inquiries independently, demonstrating sound judgment and decision-making aligned with stakeholder needs
Travel Arrangements:
Arrange and coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries.
Ensure all travel arrangements align with corporate travel policies and meet the executives' preferences.
Manage visa applications and ensure compliance with international travel requirements.
Expense Management
Processes expenses, invoices, purchase orders, and ad hoc payment requests, thoroughly verifying the accuracy of invoices before presenting them for final approval.
Meeting & Event Support:
Organize and prepare for meetings, including gathering and preparing materials, setting up conference rooms, and handling logistics.
Prepares and distributes agendas, records and circulates meeting minutes, and ensures follow-up on action items until completion
Greets and welcomes internal and external guests, maintaining a professional and courteous atmosphere
Project managing key events for the Leadership Team
Supports event planning and coordination for corporate events, executive off-sites, and team-building activities.
Collaborates with other departments to ensure cross-functional coordination of events.
Confidentiality and Discretion:
Handles confidential matters with a high level of professionalism, discretion, and confidentiality
Ensures compliance with all company policies and legal requirements regarding confidentiality and data protection.
Office & Relationship Management
Maintain a well-organized office environment, including managing supplies and coordinating with facilities for any necessary support.
Provide backup support to other administrative staff as needed.
Build and maintain strong working relationships with internal and external stakeholders
Represent the leadership team with professionalism and a positive attitude in all interactions.
Acts as an ambassador within the business demonstrating our Connections Behaviors
Works with colleagues and ensures knowledge of the business is up to date with what is happening (across the business)
Performs other job-related duties as assigned
Qualifications
REQUIRED MINIMUM QUALIFICATIONS:
Education and Experience:
High School Diploma / GED
5+ Years related work experience to include, but is not limited to
C-Suite level support
Working in a corporate / fast moving environment
Using third-party travel systems to book travel and accommodations, while also ensuring that visa requirements are met and second passports are obtained if necessary
Managing multiple calendars simultaneously, ensuring seamless coordination and prioritization of appointments and meeting
Must be 21 years of age or older
Knowledge of:
Advanced proficiency with Microsoft Office (Outlook, Word, Excel, & PowerPoint) and Microsoft Teams
Knowledge of SAP Concur, Workday, and the processes for raising purchase orders, completing expenses, and tracking finances
Skilled in:
Connecting the dots across the business, identifying overlapping meetings or travel plans, and proactively suggesting more efficient ways to coordinate and optimize schedules
Verbal and written communication
Attention to detail
Problem/situation analysis
Effective time and task management
Multitasking capabilities
Flexibility and adaptability
Ability to:
Read, write, and speak English fluently
Manage multiple work projects, coordinate the calendars of multiple individuals, and organize multiple travel arrangements concurrently
Maintain a highly professional approach and remain calm under pressure
Communicate to a broad and diverse audience
Plan, organize, prioritize and manage projects or programs
Maintain effective working relationships
Demonstrate critical thinking
Work with diverse populations and varying education levels
Receive and communicate information orally and in writing
Prioritize assignments, workload, and manage time accordingly
Work Environment and Physical Demand
Requires light physical effort. Occasionally lifts or moves light objects (under 10 lbs.).
Walks, sits, or stands for prolonged periods.
Requires prolonged machine operation including computer and keyboard equipment.
This job description is intended to be generic in nature and describe the essential functions of the job. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.
What We Offer
Competitive benefits package that includes medical/dental/vision/life insurance/disability plans
Dollar for dollar 401k match up to 6% and 5% annual company contribution
15 Company-paid holidays
Generous paid time off
Employee recognition and discount programs
Education assistance
Employee referral bonus program
Annual Base Salary Range: $86,400 - $105,000
Final compensation will be determined based on experience, qualifications, and internal equity. This role may also be eligible for annual bonus or incentive compensation.
Applicant Information
This job description describes the essential functions of the job at the time the job description was created, but it is not an exhaustive list of tasks, duties and responsibilities. In addition, the position may evolve or change over time and such changes may not be reflected in the job description until it is next updated.
Everyone Belongs
ITG Brands and ITG Cigars provides equal employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. If you have a concern about discrimination in the application or hiring process or you need an accommodation based on religion, disability or pregnancy in the application or hiring process, please contact us at TalentAcquisition@itgbrands.com .
SHARE THIS JOB
The posting for the position for which you are applying highlights key aspects of the position only. It is not a complete description of the position.
All candidates must consent to an independent investigation of their background, references, past employment, education, criminal record, and drug screening. Results of such background checks will be reviewed on a case-by-case basis, giving consideration to the nature of the information reported and its relevance to the specific job being sought before a decision is made using this information.
ITG Brands and ITG Cigars provides equal employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. If you have a concern about discrimination in the application or hiring process or you need an accommodation based on religion, disability or pregnancy in the application or hiring process, please contact us atTalentAcquisition@itgbrands.com (Talen%74Acquisition%40%69t%67b%72ands.%63om) .
We collect personal information from you in connection with your application for employment with ITG Brands or ITG Cigars. For more information, please see ourPrivacy Policy (https://www.itgbrands.com/privacy-policy/) . If you are a job applicant from California, additional information can be found on ourCalifornia Applicant Privacy Notice (https://www.itgbrands.com/ca-applicant-privacy-notice/) . If you have questions, contact us atprivacy@itgbrands.com (priv%61%63y@i%74gb%72ands.co%6D) .
