Sr. Admin Assistant Sales & Supply Chain

Function:

Administrative

Job Summary:

The Sr. Administrative Assistant provides support to the Sales and Supply Chain leadership team and department. The incumbent in this role will be responsible for assisting with daily operations including planning and coordinating internal and external meetings and department events coordinating travel arrangements and providing administrative support as needed. The role also works closely with and provides support to the Executive Assistant.

This position requires a highly organized proactive individual who can manage multiple priorities anticipate needs take ownership of assignments and adapt quickly in a fast-paced environment. The role also requires effective coordination with employees at all levels and external vendors.

Job Description:

Major Responsibilities

• Plan and coordinate internal and external meetings and department events including scheduling venue and conference room selection invitations and communications attendee coordination catering meeting materials transportation and other logistical needs.

• Manage conference room reservations and meeting space needs for the department including securing appropriate rooms order catering set-up delivery and ensuring necessary resources are prepared for meetings.

• Coordinate travel arrangements for the VPs using the Concur travel platform including air hotel and ground transportation as appropriate

• Assist sales team with regional customer visits coordinating logistics including flights hotels accommodations meeting space ground transportation catering customer activities and entertainment as needed.

• Coordinate conference registrations industry and state shows sponsorships and related department participation including registration fees meeting suites catering travel and other logistical requirements.

• Provide administrative support to Sales & Supply Chain leadership and collaborate with the Executive Assistant on department priorities special projects meetings and events.

• Research potential venues for future meetings and events and compile venue options for review including availability pricing meeting space and floor plans amenities transportation considerations and nearby dining and activity options.

• Manage assigned company P-card activity including tracking expenditures maintaining appropriate documentation and receipts reconciling transactions and ensuring expenses are submitted accurately.

• Create purchase orders and process invoices as well as complete and submit sponsorship/donation forms and membership directories.

Supervisory Relationships

• Position Reports To: Executive Assistant

Job Attributes:

• Minimum of 5 years of office experience.

• Demonstrated experience coordinating meetings and events including managing multiple attendees vendors deadlines and logistical requirements.

• Strong proficiency with Microsoft Office applications including Outlook Word Excel PowerPoint and Teams; experience with Concur or similar travel and expense platforms preferred.

• Strong organizational skills and attention to detail with the ability to manage multiple priorities and deadlines.

• Ability to support multiple Vice Presidents and managers while appropriately prioritizing competing requests and responsibilities.

• Proactive approach with the ability to anticipate needs identify potential issues and take appropriate action and follow assignments through completion.

• Strong written and verbal communication skills with the ability to interact professionals with employees at all levels customers and external vendors.

• Ability to work independently while also collaborating closely with the Executive Assistant department leadership and other administrative professionals.

• Adaptable and comfortable working in a large active environment where priorities may change and multiple activities may occur simultaneously.

Position Scope/Contribution: