Senior Administrative Assistant- Hybrid

  • Full-time
  • Job Duration: Regular

Company Description

Since 1940, Dairy Queen® has been one of the world’s best known and loved brands. Based in Minneapolis, MN, International Dairy Queen Inc., (IDQ), is the parent company of American Dairy Queen Corporation. As a leading franchisor, there are more than 7,000 independently owned and operated restaurants in the U.S., Canada and more than 20 countries around the world. IDQ is a subsidiary of Berkshire Hathaway Inc. (Berkshire) which is led by Warren Buffett, the legendary investor and CEO of Berkshire.

Here at IDQ, we create extraordinary Fan experiences every day and we do this through our commitment to hiring and retaining only the best in class talent. We firmly believe that our employees are the catalyst to the success of the company where their initiative, strategic thinking, and entrepreneurial spirit are recognized and rewarded. We're looking for motivated, passionate and dedicated individuals with an inherent need and ambition to go after bigger challenges.

    Job Description

    We are currently seeking a Senior Administrative Assistant based out of our corporate headquarters in Minneapolis, MN.  This role will support our COO of international and other executives as assigned. Under general direction, this position will perform advanced, diversified and confidential administrative assignments. Provide ongoing management of key administrative items to support the international business and other assigned departments. 

    Key Accountabilities Include:

    Executive Administrative Support

    • Organize assigned executives’ time, taking into consideration priorities, available time and other variables. Proactively address scheduling conflicts and set and maintain schedule of appointments and meetings.
    • Schedule and organize detailed travel arrangements (both domestic and international) to include accommodations and transportation for conferences, business meetings and department activities for members of the executive team.
    •  Draft written responses or replies by phone or email when necessary. Respond to regularly occurring requests for information.
    • Act as project manager for special projects as requested.
    • Complete, submit and track expense reports, and process invoices for payment.
    • Support assigned executives in the creation of PowerPoint presentations and any other documents needed for business meetings.

    Administrative Support - Other

    • Provide ongoing management of key international division administrative tasks including:
    • Visa management: create visa invitations documents for all international employees, franchisee guests and assist other DQ departments with visa documentation.
    • Create and manage master international calendar.
    • In partnership with the corporate communications team, assist in coordinating international communications for internal and external audiences, including managing and updating international franchisee and employee contact lists.
    • Route all international customer reports from the customer service center to the appropriate franchise owner; follow up on unresolved complaints
    • Assist the meetings, events and travel team to plan and execute franchisee meetings that require hotel properties and food and beverage.
    •  Plan and execute ongoing virtual international meetings including team meetings, planning sessions, conference calls and other meetings as assigned.  
    • Assist the meetings, events and travel team in the planning and execution of international programming and exhibitors at DQ Connect, our biannual franchisee convention. Responsibilities include international meeting planning, onsite execution, registration, performance awards, and the exhibit hall pavilion.
    • Assist in the preparation of various executive presentations.
    • Act as liaison between the international department and all other departments.
    • Special assignments and duties for other departments as assigned.

    Qualifications

    Education/Experience:

    • High School Diploma or equivalent required, college degree preferred.
    • 4 to 6 years of experience supporting senior leaders as an executive assistant or in a similar role.

    Experience:

    • Advanced communication skills, both written and verbal, able to compose and edit correspondence for grammar, content and accuracy, actively listen and ask questions when appropriate.
    • Ability to support and manage a wide variety of tasks, from handling telephone calls to understanding business issues, and determine the level of urgency.
    • Possess a high level of self-confidence and demonstrate the ability to take initiative.
    • Excellent organization skills with superior attention to detail and accuracy.
    • Advanced skills and experience using Microsoft Office Suite.
    • Capable of handling and maintaining confidential and sensitive information.
    • ·       Ability to prioritize workload from multiple sources, understand priority and consistently follow up to complete assignments.
    • Ability to anticipate problems, make adjustments and organize work to meet multiple deadlines.
    • Demonstrate past experience working on complex assignments where considerable judgment and initiative are required to resolve issues.

    Additional Information

    All your information will be kept confidential according to EEO guidelines.  

    Benefits

    Benefit package includes medical, dental and vision insurance coverage, employer paid basic life insurance, short and long-term disability, paid sick and vacation, 401(k) match, tuition reimbursement, wellness challenges and more!

    Our Commitment to Diversity, Equity and Inclusion

    We are committed to creating a culture of diversity, equity and inclusion for all who touch DQ.  We believe in and commit to fostering a community where employees bring their authentic selves to work; where we recruit, engage and retain employees, franchise owners and suppliers with diverse background and identities; and where everyone feels welcome engaging with our DQ brand.

     

    IDQ is an Equal Opportunity Employer that values the strength diversity brings to the workplace. IDQ participates in the US E-Verify program.  You must be work authorized in the United States without the need for employer sponsorship.

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