Executive Assistant at Bacardi, Miami, FL

Executive Assistant at Bacardi in Miami, FL. Full-time. Est. up to $130k. Apply with swipeandhired.

You are a highly organized, proactive, and service-oriented administrative professional who thrives in a fast-paced environment. You enjoy supporting senior leaders, anticipating needs before they arise, and ensuring everything runs smoothly behind the scenes. You can manage competing priorities with ease, exercise sound judgment, and handle confidential information with the highest level of discretion. Your strong communication skills, attention to detail, and ability to build relationships across all levels of an organization make you a trusted partner to leadership teams.

Your Opportunity
As an Executive Assistant for the Commercial Leadership Team, you will play a critical role in supporting multiple Vice Presidents within Bacardi North America's Sales organization and the broader Sales Leadership Team. This position offers the opportunity to work closely with senior leaders, gain exposure to key business initiatives, and contribute to the success of a high-performing commercial organization. You will be at the center of executive operations, coordinating schedules, travel, meetings, and events while helping drive efficiency and collaboration across a geographically dispersed team.

Responsibilities

• Provide high-level administrative support to multiple Vice Presidents and the Sales Leadership Team.
• Manage complex calendars, schedule meetings, and coordinate logistics across multiple stakeholders, time zones, and locations.
• Coordinate domestic and international travel arrangements, including transportation, accommodations, and itineraries.
• Prepare, review, and submit expense reports accurately and in a timely manner.
• Organize leadership meetings, offsites, and events, including venue selection, catering, technology support, and attendee communications.
• Negotiate rates and secure group bookings with hotels, venues, and travel vendors to optimize costs and ensure a seamless experience.
• Develop detailed meeting agendas, travel itineraries, and supporting materials for leadership and team events.
• Prepare presentations, reports, meeting materials, and other business communications.
• Capture meeting notes and track follow-up actions to ensure timely execution of key priorities.
• Serve as a liaison between Sales leaders, internal stakeholders, and external partners.
• Manage incoming communications, prioritize requests, and respond professionally on behalf of leadership when appropriate.
• Handle sensitive business and personnel information with the highest level of confidentiality and professionalism.
• Support special projects and provide administrative assistance across the broader Sales organization as business needs evolve.

Required Skills & Qualifications

• Proven experience in an Administrative Assistant, Executive Assistant, or similar support role, preferably supporting senior executives or leadership teams.
• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Strong written, verbal, and interpersonal communication skills.
• Demonstrated ability to work independently, exercise sound judgment, and proactively solve problems.
• High level of discretion and professionalism when handling confidential information.
• Experience coordinating travel, meetings, and events for both individuals and large groups.
• Strong vendor management and negotiation skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, as well as virtual collaboration platforms.
• Strong attention to detail and commitment to delivering high-quality work.
• Ability to build effective partnerships and collaborate with stakeholders at all levels of the organization.
• Flexibility to support occasional events, meetings, or travel requirements outside of standard business hours.

LEADERSHIP AGILITY

At Bacardi we care deeply about finding brilliant talent who can bring the following personal attributes to help elevate our 3Fs: Fearless, Family, Founder culture to the next level.

• Belonging: You have a strong capacity to create a culture of ‘Belonging’, where people feel appreciated for who they are, what they do, and who they can become

• Self-Awareness: You have high levels of self-awareness, are reflective and know yourself well, understanding both your own strengths and weaknesses and your impact on others

• People Agility: You bring a deep ability to understand and relate to people and navigate through tough situations to harness and multiply collective performance

• Results Agility : You demonstrate consistent delivery of results in first-time situations by inspiring teams, exhibiting a presence that builds confidence in yourself and others.

• Mental Agility : You can think critically to penetrate complex problems and expand the possibilities by making fresh connections. You think strategically whilst being execution focused and bring creativity to the challenges you’re presented with

• Change Agility: You have a deep natural curiosity, desire to experiment and ability to effectively deal with the heat of change. You have a growth and learning mindset: ready to test, stumble, learn and apply from experience

Disclaimer: Bacardi seeks talent from all backgrounds to bring diversity of thought, agility and capability to our organization across the globe. We promote a working environment where all employees are treated and rewarded fairly. We do not tolerate any form of discrimination that adversely affects individuals or groups on the basis of national origin, race, color, religion, sex, gender, sexual orientation, marital status, disability, age, and any other legally protected aspect of a person’s identity.
U.S. applicants have rights under Federal Employment Laws.

Perks of Working for us

At Bacardi, we are committed to providing our Primos (employees) with a comprehensive Total Rewards package of compensation, benefits, incentives, allowances, well-being, and much more to meet the needs of themselves and their families. It goes beyond just Cash! The total rewards program is based on pay for performance, whereby the incentive programs are linked to company and individual performance.

Compensation, Paid Time Off & Retirement:

• Competitive Pay Package
• Competitive Holiday/Paid Time Off, plus additional days offered ( i.e., volunteer day, allowing you to give back to the community)
• Retirement/Pension Plan

Health & Wellbeing

• Medical, Critical Illness, and Life Insurance
• Employee Assistance Programs
• Best-in-class, family-friendly, and inclusive leave policies

Additional Benefits

The benefits /perks may vary depending on the nature of your employment with Bacardi, your work location, and are subject to change.

Some benefits may be subject to an employee contribution.

Some benefits may be fully or partially subsidized. Incentive plans are linked to the nature of your employment and can vary based on region, market, function or brand.

AI Disclaimer

We recognise that AI tools can be valuable to support you throughout the recruitment process. At Bacardi, we want to get to know you and understand your own experience, capabilities and perspectives during the interview. We therefore ask that you do not use AI assistance during live or pre-recorded interviews. If you use assistive technology or would like us to make any adjustments to the interview process, please let us know. This won't affect your application.