Administrative Assistant

We are actively looking for an Assistant to support both our Vice President and Sales Manager in providing a wide range of support services, both administrative and tactical. This position is ideal for an organized self-starter with keen business acumen who thrives on multi-tasking and has an interest in events, tradeshows, or international business.

Major responsibilities:

  • Prepare correspondence and other written materials on behalf of VP and Sales Manager from verbal direction, notes, etc.
  • Maintain VP’s calendar including scheduling and coordinating meetings.
  • Create and disseminate meeting agendas, record meeting minutes, arrange for A/V equipment, and distribute notes/follow-up action items to participants.
  • Ensure meeting action items are put on a calendar and are followed up on accordingly.
  • Conduct research and prepare write-up of findings on special projects as assigned.
  • Coordinate international as well as domestic travel schedule as needed. Book flights and hotel accommodations, arrange for visas and manage frequent changes to itinerary. Seek to take advantage of discounts and or special offers through rewards programs for frequent flyer, credit card loyalty programs, etc. where feasible.
  • Become a proficient user of company sales database. Enter contacts, document phone calls made by Sales Manager, and run various sales reports.
  • Assist with creating contract forms in Adobe Acrobat Pro and possibly other software programs.
  • Prepare expense reports.
  • Help prepare and maintain agreements with Show Organizers

Qualifications/Skills

• Bachelor’s degree required, with minimum of two years of related experience performing executive level support• Proven track record of multi-tasking including project management skills• Must have working knowledge of a variety of computer software applications (Outlook Word, Excel, Power Point). Visio, sales databases are a strong plus.• Very strong writing skills are a must.