Responsibilities:

•  Maintain calendars and coordinate meetings, webinars, and conference calls.  Prepare agendas, publish minutes, and prioritize schedules as necessary.  Seek/find/control meeting and lodging space for key meetings as necessary.
  •    Develop and process presentations, letters, documents, spreadsheets, charts, and reports using Microsoft Office software.
  •    Prepare, process, and complete expense reports for assigned direct staff through the expense reporting system.
  •    Arrange domestic and international business travel, including necessary reservations and supporting critical international documentation supporting such. Schedule and make arrangements for meetings, in-house and offsite.
  •    Maintain existing and create new files, contact lists, itineraries, and mailings as needed.
  •    Monitor deadlines and track progress toward task completion, communicating with management as appropriate.
  •    Load sales product and literature samples in “motherlode” bags, including other materials as needed for new hires.
  •    Knowledge of, and training on, SAP system for processing vendor and procurement payments as required.
  •    Complete other duties as assigned.

Requirements:

•  A high school diploma and direct relevant prior administrative support of senior leadership positions or executive staff is a must, with expectation of 6-8 years of experience minimum.  A bachelor’s degree or equivalent combination of education and experience with 4-6 years of administrative experience would be a plus.
•  Proficiency/expertise in Microsoft Office suite, including Word, Excel, Outlook, and PowerPoint.
  •    This role will also interface with Marketing team members outside the US (Ireland and England), so global cultural sensitivity is a must.  Prior experience booking international and domestic travel is also a must.
  •    High attention to detail
  •    Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
  •    Word Processing, PowerPoint presentations, spreadsheets, copying and transcription
  •    Problem Solving – Identifies and resolves problems in a timely manner; Develops alternative solutions; Works well in group problem solving situations.
  •    Customer Service – Responds promptly to customer needs; Responds to requests for service and assistance.
  •    Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.
  •    Written Communication – Writes clearly and informatively; Edits work for spelling and grammar.
  •    Teamwork – Balances team and individual responsibilities; Gives and welcomes feedback; Supports everyone’s efforts to succeed.
  •    Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization’s goals and values.
  •    Professionalism – Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.
  •    Adaptability – Able to deal with frequent change, delays, or unexpected events.
  •    Attendance/Punctuality – Is consistently at work and on time.
  •    Dependability – Follows instructions, responds to management direction.
  •    Initiative – Volunteers readily; Takes independent actions and calculated risks; Asks for and offers help when needed.
  •    Innovation – Generates suggestions for improving work.