Administrative Assistant

Sales Operations Administrative Assistant

Location: Dallas, TX

Reports to: Manager, Sales Operations

Job Summary:

A valued member of the Business Development team, the Administrative Assistant is responsible for executing a variety of administrative, customer service, and sales support activities for the Business Development and Membership departments.

Key Responsibilities:

Customer Service (25%):

• Provide professional customer service to internal teams and external clients. Communicate effectively with the sales team about leads, opportunities, and customer concerns.

PPAI Media & Advertising Support (5%):

• Manage the advertising run sheet, process insertion orders, track ad materials, and maintain digital stats. Collect and upload ad materials and manage the PPB circulation list, including address updates, renewals, and cancellations.

Tradeshows & Events (5%):

• Support event registration, including processing large list uploads. Assist with sponsorship and advertising sales by managing deliverable reminders, collecting materials, and uploading content to website(s). Manage secondary Product Pavilion responsibilities and assist in sales reporting across departments.

Membership Support (50%):

• Handle membership inquiries, process applications, and ensure compliance with governance policies. Maintain databases, update company profiles, and manage password resets. Follow up with members regarding billing, overdue materials, and other relevant information.

Department Support (15%):

• Provide general administrative support to the business development department as needed, assisting with additional tasks and responsibilities assigned by the Manager or Director.

Experience Requirements:

• Minimum of 3 years of experience in administrative support roles.
• At least 3 years of experience in customer service, with a strong client-focused approach.
• Minimum of 3 years of experience working with reporting systems and generating reports.

Knowledge, Skills, and Abilities:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Technologically adept and quick to learn new systems and tools.
• Excellent written and verbal communication skills.
• Highly detail-oriented with strong organizational skills.
• Effective time management skills with the ability to prioritize tasks in a fast-paced environment.

Specific Qualifications:

• High school diploma or equivalent.

Preferred Qualifications:

• Bachelor’s degree (BA/BS) in Business or a related field.

Association-Wide Responsibilities & Values (expectations of everyone)

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status

• FLSA Status (Exempt / Non-Exempt): Non-Exempt
• Compensation (Hourly / Salary): Hourly
• Job Status (Full-Time /Part-Time /Temp): Full Time
• Daily Schedule (Start time Flexible / Not Flexible): Flexible
• Work Location: PPAI Headquarters with some remote flexibility

Physical Activity

• Sitting
• Standing
• Lifting
• Pushing/Pulling
• Bending/Stooping
• Extended work hours, extended weeks (endurance requirement)

Work Environment

• Office environment
• Trade show floor or event venues
• Temperature controlled environment
• Travel: Must be able to travel

PPAI is an Equal Opportunity Employer (EOE)

Apply to: apply@ppai.org

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• How many years of HubSpot or Similar program experience do you currently have?
• Occasional travel is required for this position, are you willing to travel?
• What pay range are you seeking?
• Have you completed the following level of education: Bachelor's Degree?
• How many years of customer service experience do you have?
• How many years of administrative support experience do you have?
• How many years of generating and reporting systems experience do you have?
• Are you local and willing to work onsite multiple days per week at PPAI HQ in Irving, Tx on hybrid remote work schedule?

Work Location: Hybrid remote in Irving, TX 75038