Administrative Assistant - Sales (Remote)

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Posted 10 days ago United States Salary undisclosed
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Job Description



GES, Global Experience Specialists, is a global event marketing company with over 90 years and 4,000 passionate employees in North America, Europe and the Middle East. We create some of the most incredible events in the world think traveling entertainment exhibitions, global user groups, sales conferences, holiday extravaganzas and exhibitions of all sizes. From initial strategy to show-stopping audio visual, accommodations to insightful measurement and every detail in between we bring brands to life!

Our mission is to create memorable event experiences, and we count on our talented employees around the world help us do it. We are looking for team members who can dream up the impossible and deliver it.

The Administrative Assistant provides sales/administrative support to the Vice President Client Relations, the Director of Human Resources, and the sales staff. This position is responsible for day to day overall office operation which includes directing and coordinating office services and related activities. Duties performed range from a low to high degree of complexity and require flexibility and willingness to perform at these multiple task levels.

  • Organizes programs, conferences, sales meetings and client and company events by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget. This includes developing positive relationships with outside vendors acting in a professional meeting planner capacity as a representative of the management level of GES.
  • Composes and prepares confidential correspondence, reports, and other complex documents using Word, Excel and PowerPoint. Will require some use of Visio for maintaining org charts. Experience with Visio is not required.
  • Assists in developing high end written sales PowerPoint presentations and Excel reports for the Sales team. Intermediate to advanced PowerPoint skill are required for this position.
  • Manages the Sales Leadership calendars, schedules appointments.
  • Maintains and distributes divisional contact lists and email lists.
  • Orders and maintains office supplies, apparel, worker badges, business cards and the like for the Sales Team and Design Team, creating purchase orders and check requests.
  • Monitor and maintain divisional T&E budgets.
  • Run reports and help manage sales forecast and Sales Force updates on a monthly basis.
  • Arranges complex and detailed travel arrangements and itineraries.
  • Reconciles staffs corporate credit card accounts and prepares and submits expense reports.
  • Provides assistance and support for client projects and other duties to all members of the Sales team, as well as assisting other departments on special projects as directed by the Vice President Client Relations
  • Monitor and maintain Sales Support email boxes and communicate as needed based on various requests
  • Assist in the New Hire process by setting up interview schedules, travel arrangements, creating IT Tickets for onboarding, ordering computers, computer accessories, badges, apparel, and company credit cards, as well as sending welcome packets to new team members.
  • Order and send milestone gifts for team members
  • Cultivates and maintains positive and professional relationships with GES executive management team, GES personnel, Viad Corporate management and support staff and clients.
  • Maintains confidentiality of all corporate, personnel and research matters.
  • Plan, prepare and execute regional functions/activities including pick up of items, coordination, invitations, payment etc.
Qualifications: To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
  • Problem solving the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
  • Interpersonal skillsthe individual maintains confidentiality, remains open to others ideas and exhibits willingness to try new things.
  • Oral communicationthe individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
  • Written communicationthe individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
  • Planning and organizingthe individual prioritizes and plans work activities and uses time efficiently.
  • Quality controlthe individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
  • Adaptabilitythe individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
  • Dependabilitythe individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
  • Safety and securitythe individual observes safety and security procedure and uses equipment and materials properly.
Work Environment:
  • Bachelors degree or equivalent experience.
  • Previous administrative or office management experience.
  • Professional appearance and manner.
  • Must be a self starter with a cooperative attitude and work well with others.
  • Proficiency in Microsoft Word, Excel, and PowerPoint.
  • Experience with a plus
  • Ability to maintain highly confidential and detailed material.
  • Ability to work independently, be flexible, prioritize work and manage time efficiently in a fast-paced environment to meet deadlines.
  • Well developed interpersonal verbal and written communications

Our team members are our family, so we help our team members care for their families. The rewards of joining GES are extensive. We offer a comprehensive benefits package to all full-time employees. Here are some of the highlights:
Competitive salaries
401K with company match
Healthcare/vision/dental insurance
Wellness benefits
Career development program
Employee assistance program
Vacation time
Community involvement opportunities
Team activities
And much more

EEO Information: Equal Opportunity Employer, including vets and disability