Administrative Executive Assistant - Sales

Job Description :

Company seeks the best and brightest candidate who values professional relationships complimented by creativity and teamwork. Further, the right candidate will have demonstrated progressive success as an Administrative Executive Assistant supporting dynamic, Sales senior-level executives in a fast-paced, high-tech environment. The Administrative Executive Assistant must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humour. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analysing and solving complex and abstract requests.

Roles and Responsibilities :

• Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate / facilitate thoughtful solutions and recommendations.
• Manage, maintain, and coordinate highly complex and changing calendars, schedules for internal / external meetings, and organizational functions; as well prepare flawless communication materials on behalf of internal and external customers.
• Coordinate detailed and complex global travel arrangements understanding time zones and geographies ensuring executives have appropriate documentation (passports, visas, invitations) and any other travel requirements) in advance prior to trips. As well as facilitate travel plans, flow, agendas, materials, and itineraries utilizing executives time efficiently.
• Coordinate and arrange a wide range of critical tasks, projects, programs, small events for meetings and entertainment of visitors to meet deadlines from beginning to end.
• Perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.
• May attend executives leadership meetings, set agendas, take meeting minutes, manage and track action items, and maintain time keeper, as well as be intuitive and proactive as an active participant in managing projects and tasks that may arise.
• Drafts and prepares routine and advanced correspondence including emails, letters, memoranda, meeting minutes, summaries, and reports. Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures and company branding.
• Create organizational POs and process invoices through systems such as Netsuite and Coupa..
• Anticipates and / or identify needs and issues within the executives organization and proactively initiate and / or facilitate solutions.
• Compiles prepare and process executive's expense reports through Expensify program. Screens all incoming correspondence and determine if executive action is needed.
• Use political savvy and sophistication to filter through and facilitate actionable items.
• Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community, and political representatives.
• Work closely with executives, administrative staff, employees, and teams creating and maintaining working relationships
• Performs other functions such as organizing and maintaining confidential files, 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 partnership administrative support and cross-coverage to Sales Administrative Lead, Team, and Staff, as necessary.