Administrative Assistant - Sales & Trade Show Support

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Job description

BASIC FUNCTION:

Perform various administrative duties to facilitate scheduling and coordination of meetings, events, travel, and tradeshows as well as receptionist function. Coordinate logistics, literature and website updates.

RESPONSIBILITIES:

• Division specific support as needed for customer and supplier visitor arrangements, meeting coordination; meals, hotels point person for all meeting activity.
• Administrative support to sales, marketing and executive team.
• Manage Director's calendar, schedule, and communications as needed​Support tradeshow coordination (scheduling and logistics of booth and marketing materials) with Sales, Marketing, and third party vendors.
• Work closely with Sales and Technical Product Managers to coordinate supplier meetings, joint calls, trade shows. ​​
• Establish regional tradeshow planning platform to manage tasks and communication with stakeholders.
• Support in managing marketing expenses with marketing department, third party vendors, and purchasing department to ensure timely and accurate processing of expenses.
• Supports in management and replenishment of marketing materials and promotional items.
• Support marketing in uploading marketing leads from various channels to SalesForce.com and assigning to appropriate sales teams.
• Independently organize workload to perform administrative tasks for department members, as assigned, and other office personnel, as directed to meet deadlines.
• Utilize advanced computer skills in word processing, spreadsheets, graphics, and databases, to generate, update and maintain documents required for department, to include: presentations, correspondence, mailings, publications, databases.
• Proofread and edit materials for appropriate and consistent format and data.
• Compile, coordinate and distribute reports, agendas and other information, as required.
• Answer telephone calls promptly and direct appropriately for assigned staff.
• Manage incoming and outgoing mail for assigned staff.
• Assist in general office duties, as needed, such as maintaining office supply inventory, copying, printing and collating, managing mail and deliveries.
• Provide regular back up coverage and clerical support as requested. Use SAP to create requisitions and receive goods and services for office personnel, as required and applicable.
• Perform other duties as directed by supervisor.

QUALIFICATIONS:

Associate's degree or other advanced schooling are preferred. Minimum of 3 to 5 years progressive, administrative experience and an extensive business software knowledge, a professional disposition, excellent verbal and written communication skills and ability to prioritize and complete multiple projects and tasks in a fast pace environment are all essential.

Previous experience coordinating exhibitions and/or events is preferred.

Must be able to maintain confidentiality at all times.

Must be able to travel up to travel up to 15%.

Must possess current US employment authorization; sponsorship not available for this position.

EOE​​