Executive Assistant & Admin Lead

Campari Group today is a major player in the global branded spirits industry, with a portfolio of over 50 premium and super premium brands, marketed and distributed in over 190 markets around the world, with leading positions in Europe and the Americas.

Headquartered in Milan, Italy, Campari Group owns 25 plants worldwide and has its own distribution network in 26 countries, and employs approximately 4,700 people.

Shares of the parent company Davide Campari - Milano N.V. are listed on the Italian Stock Exchange since 2001. Campari Group is today the sixth-largest player worldwide in the premium spirits industry.

General Description of the Role

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Managing Director and Admin Head, India. This role combines traditional executive assistant responsibilities with administrative oversight, compliance management, vendor coordination, budgeting, and employee engagement activities.

The ideal candidate will possess exceptional organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment while maintaining confidentiality and professionalism.

Key Responsibilities

Executive Support:

• Act as the primary point of contact for internal and external stakeholders on behalf of the MD.
• Manage complex calendars, schedule meetings and appointments.
• Prepare agendas, presentations, and reports for meetings.
• Handle email correspondence and ensure timely responses.

Travel Management:

• Liason with travel partner as SPOC for Travel Desk. Ensure timely wallet top up and accurate record-keeping. Manage Travel partner payment process and vendor management on SAP.
• Arrange and coordinate domestic and international travel accommodations for the executives and others, including flight bookings, hotel accommodations, transportation, and itinerary planning.
• Monitor travel itineraries, provide updates, and address any last-minute changes or emergencies.

Confidentiality and Discretion:

• Handle sensitive and confidential information with intergrity, discretion and professionalism.
• Maintain a high level of confidentiality in all aspects of the role.

Compliance

• Ensure 100% compliance on:
  • Vendor onboarding and documentation
  • Office safety protocols
  • Third-party office staff compliance
  • POSH training completion for all employees
• Maintain accurate compliance records and provide periodic reports.

Vendor Management

• Oversee compliant and timely onboarding of vendors.
• Supervise procurement quality assurance in SAP.
• Ensure adherence to procurement policy from PO to Pay cycle.
• Maintain accurate records for PO process, approvals, invoices, and agreements.

Budgeting

• Track monthly admin budget and ensure spend efficiency.
• Provide 100% accurate monthly budget forecasting.
• Monitor expenses and prepare reports for leadership review.

Employee Engagement

• Lead quarterly and annual R&R programs, including trophy and certificate management.

• Arrange and coordinate office events, meetings, and conferences, including logistics and catering arrangements.

• Organize annual employee meets and engagement activities.
• Ensure comprehensive onboarding for new joiners.

Administrative Support & Office Management:

• Oversee the general administrative functions of the office, handle administrative tasks including drafting correspondence, filing documents, and maintaining organizational systems.

• Oversee the smooth operation of the corporate office, ensuring office supplies are stocked, equipment is maintained, and facilities are well-organized.
• Ensure office operations run smoothly, maintaining a clean and well-organized workspace.

• Help with ad-hoc tasks and projects as directed by the CXOs and corporate employees.

• Serve as a liaison with building management vendor, external vendors, and service providers to address any office-related needs/issues.

• Supervise office pantry and security staff

Communication and Correspondence:

• Act as the primary point of contact between the CXOs and internal/external stakeholders.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Draft and proofread documents, reports, and presentations.

• Draft and distribute internal and external communications, including announcements and reports for the CXOs
• Coordinate and facilitate effective communication within the office.

Experience Required

• 5 years +
• Global MNC experince is preferred.

Qualifications & Core Skills

• Bachelor's degree in business administration, management, or a related field (preferred).

• Proven experience as both personal assistant and admin lead.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels.
• Strong attention to detail and accuracy in all work performed.

• Strong organizational and multitasking abilities.

• Arrange and coordinate office events, meetings, and conferences, including logistics and catering arrangements.
• Understanding of 3rd Party Compliances.

Our commitment to Diversity & Inclusion:

At Campari Group we believe in building more value together, thus we see diversity in all forms as a source of enrichment. Our employment policies and practices ensure that we are committed to providing equal employment opportunities in all aspects of employment without regard to any individual’s race, religion, creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, sexual orientation, gender identity or characteristics or expression, political affiliation or activity, age, veteran status, citizenship, or any other characteristic protected by law.

Campari Group believes that fair compensation and equal opportunities are crucial for employees’ well-being, empowerment, and engagement.  Our efforts to ensure fair pay have earned us the Fair Pay Certification by Fair Pay Workplace, an independent organization dedicated to dismantling pay disparities based on gender, race and their intersection.

Note to applicants:

Your application will be assessed based on your abilities, expertise, general knowledge and experience, not because of any confidential, proprietary or trade secret information you may possess. You must not disclose to Campari Group any such information. In the event that you are asked a question that cannot be answered without disclosure of any confidential, proprietary or trade secret information (including from a current or prior employer or their vendors or customers), you must decline to answer the question.

Notice to third party agencies:

Please refrain from cold-calling or emailing our executive leadership team or the HR community directly. The Talent Acquisition department manages centralized recruiting operations globally, including the selection and management of external suppliers. Currently, our preferred supplier list is at full capacity. To ensure we have your information on file for future consideration, we kindly request that you complete the online form provided here.