Personal Assistant/Office Manager to President/CEO

Personal Assistant / Office Manager to President/CEO

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Palm Bay International, a dynamic family-owned company, offers one of the nation’s most comprehensive portfolios of imported wines and spirits, including over 50 suppliers from around the globe. Among Palm Bay’s most valued assets is its remarkable network of long-term partnerships with the foremost wholesale companies in all 50 states, as well as the Caribbean, Mexico, and Central America. With the crucial collaboration of these partners, Palm Bay’s portfolio meets the needs of every level of the industry, from independent restaurants and retail stores, to chain accounts, supermarkets, hotels, airlines, cruise ships, duty-free accounts and U.S. military bases. This impressive roster of brands, accounts, and relationships positions Palm Bay as a major source of fine wines and spirits and an industry leader in the U.S. marketplace. For more visit: www.palmbay.com.

Location: West Palm Beach, FL (4-day Hybrid)

Position Overview:
We are seeking a forward-thinking, confident, and self-starter to serve as both Personal Assistant and Office Manager for the West Palm Beach office. This role provides direct support to the President/CEO and some family members while partnering closely with and reporting to the New York–based Executive Assistant to the CEO. A significant portion of this position involves running personal errands, organizing daily lunches, and keeping the office tidy and guest-ready. Candidates must be highly dependable, discreet, comfortable with shifting priorities, and have a reliable personal vehicle.

Responsibilities / Essential Functions

Office Manager:

• Maintain office; order all office supplies and arrange necessary maintenance/repairs as needed.
• Receive and sort mail, deliveries, and couriers.
• Manage and organize overall office supplies.
• Ensure the office is tidy and professional at all times; clean up after meetings, refresh common areas, and reset conference rooms.
• Perform administrative work responsibly in a timely manner, exercising considerable independence and sound judgment in decision-making.
• Operate front reception; answer phones, greet and direct visitors, etc.

Executive & Personal Support in West Palm Beach:

• Provide direct support to the President/CEO and some family members on administrative tasks such as scheduling, confirming, and meeting logistics (e.g., catering, location, handouts, etc.).
• Organize and set up daily lunches/refreshments for the CEO, guests, and meetings.
• Serve as the day-to-day liaison to the CEO in West Palm Beach while maintaining regular communication with the Executive Assistant in New York.
• Keep CEO on task with meetings and appointments, reminders etc.
• Assist in travel coordination and make restaurant reservations.
• Keep CEO personal/professional contact lists current across email accounts.
• Run frequent local personal errands (e.g., shopping, deliveries, household/vendor coordination) with professionalism and discretion.
• Coordinate with additional household and personal staff when needed.
• Handle highly confidential and sensitive information with discretion.
• Manage multiple special projects including client meetings and dinners, off-site executive meetings, event planning for trade shows/exhibitions, and meetings with outside business partners and clients.
• Create, edit, and polish documents including meeting agendas and meeting notes, demonstrating proficiency in Microsoft Office.
• Coordinate with other assistants, serving as a team collaborator and back-up when needed.

Qualifications / Requirements

• Bachelor’s Degree preferred.
• 5 years of experience in office management, reception, or administration (c-suite support a plus).
• Strong verbal and written communication skills.
• Superior organizational skills, detail-oriented, able to manage multiple priorities and meet deadlines.
• Ability to work independently in a dynamic, high-energy, team-oriented atmosphere.
• Demonstrates initiative, flexibility, teamwork, maturity under pressure, and proactive problem-solving.
• Proficient with Microsoft Office Suite.
• Wine knowledge a plus.
• 15% travel required.
• High sense of urgency with excellent follow-up and coordination skills.
• Must have a reliable personal vehicle and valid driver’s license (mileage reimbursement provided).
• Experience in the beverage industry, particularly with 3-tier systems, is a plus.

Benefits Overview

Palm Bay offers a competitive compensation package including medical, dental, vision, life insurance, 401(K), paid vacation, personal time off, and 11 paid company holidays.

Palm Bay International is an equal opportunity employer.