Executive Administrative Assistant - Classic Westchester

*Assist President with day-to-day tasks

• Inbox management: Prioritize urgent items and bring to President's attention.
• Calendar management: Taking ownership of President's calendar, scheduling appointments and meetings, and travel arrangements, while accommodating last minute changes and prioritizing critical engagements
• Communicating with clients on behalf of the President
• Communication with vendors/manufacturers for RFQ's.
• Booking hotels and flights for the president and/or clients.
• Liaise between other departments/subsidiaries on behalf of the President.
• Expense report for President. Maintaining physical receipts along with e-receipts.
• Constant communication with the sales team on behalf of the President.
• Google Meetings for the sales teams.

*Assist team with Internal CRM System

• Creating proposals in our CRM system
• Assigning leads to appropriate sales reps
• Assisting President and Sales Team with their projects/proposals

*Working alongside contract coordinators to make sure there is a smooth transition from budgetary proposals to contracts.

• Processing bottle samples for budgetary proposals.
• Sending any contracts or necessary information to contract coordinators.

*Assist in planning and executing trade shows.

• Maintaining the trade show calendar.
• Maintaining the trade show expenses spreadsheet.
• Inputting new show leads into PPS system and assigning them to appropriate sales rep.
• Booking booths and working with President to determine what's needed for the show.
• Coordinating the logistics such as hotel, flights and creating trade show itineraries.
• Working alongside warehouse to coordinate trucks/shipments for the show and making sure they are aware of what needs to go to the show.

*Maintaining Marketing Ad Schedule

• Constant communication with the marketing team to maintain marketing, website, and social media needs.
• Creating content and coordinating social media posts. Creating weekly/monthly newsletters through Mailchimp.
• Creating PowerPoints and Spreadsheets for the company.

*Will back-up receptionist with phone calls and retail duties if needed.