Administrative Assistant - Confidential

We are seeking a highly organized and proactive Administrative Assistant to support our Sales Team of 7 people and manage minimal receptionist duties. This role requires excellent organizational skills, attention to detail, and the ability to balance multiple tasks efficiently. As part of your responsibilities, you will assist the sales team in scheduling, travel management, event coordination, and other administrative functions, while also picking up and routing phone calls as the company’s primary receptionist.

Key Responsibilities:

Administrative Support to the Sales Team:

• Manage complex calendars and schedules for the Sales Team, ensuring efficient time management across multiple locations.
• Coordinate and manage travel logistics, including flights, accommodations, and ground transportation, adhering to company policies.
• Organize team meetings, prepare agendas, take minutes, and track action items to ensure timely follow-up and completion.
• Assist in the planning and execution of team events, customer-facing engagements, and internal team-building activities.
• Support with organizing customer gifting and direct mail initiatives during key periods (e.g., holidays).
• Coordinate customer dinners, meetings, and workshops, managing logistics to create seamless experiences for clients and internal stakeholders.
• Track and submit expense reports and invoices, providing support for budget tracking and reconciliation.

Reception Duties (Minimal):

• Serve as the point of contact for incoming phone calls to the company’s main line, routing calls to the appropriate team members.
• Ensure timely and professional communication with external parties via phone.

Team Coordination:

• Create, organize, and maintain team files, mailing lists, and shared drives to streamline information sharing.
• Be the primary liaison for scheduling meetings with external clients, partners, and internal departments.
• Assist with day-to-day projects, contributing to the improvement of internal processes and systems.

What You’ll Have:

• 2+ years of administrative experience, preferably supporting executives or teams in a sales or marketing capacity.
• Familiarity with CRM systems (NetSuite experience is a plus).
• Exceptional organizational skills with proven experience in managing calendars and coordinating projects.
• Strong communication skills and the ability to build positive relationships with internal teams and external clients.
• Ability to manage multiple tasks simultaneously in a fast-paced environment, prioritizing effectively.
• Proactive and self-sufficient, capable of taking the initiative and seeing tasks through to completion with minimal oversight.
• Experience with expense reporting, event coordination, and travel arrangements.