General responsibilities
Managing Director Support
1. Provide administrative support to Managing Director using the highest level of confidentiality, timeliness, and attention to detail.
2. Proactively manage and maintain Managing Director’s calendar for efficient use of time.
3. Coordinate and manage domestic and international business travel.
4. Generate expense reports to ensure timely and accurate reimbursement.
5. Ensure timely distribution of monthly reports.
6. Organize, manage, and support department meetings, including off-site and interdepartmental meetings.
7. Compile, distribute and monitor meeting actions as requested.
8. Review and update department DOA as needed.
9. Provide cross functional administrative support as needed. Liaise with other admins in other regions to ensure seamless delivery of services across the board.
10. Verbally communicate a wide variety of information to multiple audiences.
Sales and Technical Service Team Support
11. Plan and implement logistics for customer facing events (i.e., travel, hotel accommodations, conference rooms, catering, audio visual).
12. Process business card requests.
13. Order customer recognition gifts and office supplies as requested.
14. Comply with company Document Retention Policy.
15. Coordinate candidate interviews and onboarding of new hires.
16. Maintain a regular open line of communication, typically via TEAMS chat, email, and video calls.
Required Skills and Experience
17. Minimum 7 years business/corporate experience as well as 5+ years of administrative support.
18. Demonstrated business acumen and strong organizational savvy to effectively prioritize and manage requests; provide the appropriate degree of flexibility and ensure follow-through on issues in a timely manner.
19. Ability to quickly learn and manage a fast-paced environment with a positive attitude.
20. International travel planning experience
21. Event coordination experience
22. Microsoft Office suite and Outlook experience
23. Languages: fluent in English (spoken and written), additional languages (e.g., Spanish, German) are a plus