Major Duties and Responsibilities:
• Provide diverse, routine to complex administrative support with keen ability to foresee and anticipate the needs of the Vice President's and organization to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions.
• Manage and maintain highly complex, changing and detailing calendars, schedule appointments, meetings, and organizational functions.
• Work closely with the Executives, Executive Assistant and Administrative Assistant as a key liaison for the team and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community and political representatives.
• Make detailed and complex global travel arrangements, including obtaining passports and visas
• Create and Manage Global SalesOps Purchase Orders.
• Use political savvy and sophistication to filter through and facilitate actionable items.
• May initiate and facilitate meetings and take meeting minutes and manage action items.
• May arrange and plan programs and small events for meetings and entertainment of visitors.
• May draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures
• Anticipate and/or identify needs and issues within the organization and proactively initiate and/or facilitate solutions.
• Compile, prepare and process executive's expense reports through Expensify program. Screens all incoming correspondence and determine if executive action is needed.
• Performs other functions such as greeting guests, organizing and filing confidential files and records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database, etc.
• Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers and competitors.
• Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health rules.
• Provide administrative support and cross-coverage to Sales Admin team and administration staff, as necessary.
• Other duties as required.
Required Profile (education, experience):
• BS or BA with 5+ years of experience supporting Vice Presidents and above or equivalent experience with at least 3 years' working within a highly demanding fast-paced Sales oriented environment experience highly preferred.
• Exceptional calendar management and organizational skills.
• Exceptional communication skills, verbal and written.
• High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management being highly proactive, detailed oriented, self-motivated, adaptive, and creative.
• Proven skills analytically with abstract problem-solving.
• Exceptional professionalism, soft-skills and being a team player.
• High level of work ethics, integrity, confidentiality and flexibility.
• Highly proficient in the MS Office suite (Word, Excel, PowerPoint, Outlook, Project) and Google Drive.
• Must be highly flexible with time and schedule; able and available to come to work early and/or stay late with minimal advance notice.
• Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety.Preferred/Assets profile (skills, experience, education):
• Experience assisting within a Corporate Sales environment.
• Experience in highly demanding fast-paced start-up environment.
• Experience in working with a diverse multi-cultural environment.
• Must be reliable and work independently
• Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.
