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Administrative Assistant - Sales
(HQ) Los Angeles, CA
SUMMARY
The
Administrative Assistant provides advanced administrative support to two (2) Sales Vice Presidents including, but not limited to, handling telephone calls, preparing correspondence, managing schedules, completing reports, processing invoices, coordinating social media communications, maintaining files, and fulfilling daily administrative tasks.
ESSENTIALDUTIESANDRESPONSIBILITIESinclude the following. Other duties may be assigned.
- Provide advanced administrative support to the Sales Vice Presidents.
- Handle incoming calls, take messages and promote effective interoffice communication.
- Manage calendar and schedules; coordinate and organize meetings and conferences; schedule and manage travel arrangements.
- Prepare written communications such as letters, memos, and e-mail.
- Process invoices and expense reports.
- Complete weekly and monthly reports on a variety of projects.
- Prepare PowerPoint presentations.
- Coordinate social media communications for the Company.
- Maintain databases and filing systems for paper and electronic documents.
- Maintain sales department office supplies.
- Fulfilldailyadministrativetasksincludingcopying,faxing, receiving guests, and mailpickupanddistribution. Prepare shipping labels and documents for packages shipped via FedEx and DHL.
- Exercise discretion and maintain a high degree of confidentiality in Sales department information.
- Assist with special projects and other job-related as directed.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Bachelor’s degree in Business or one to three years related experience, and/or training or equivalent combination of education and experience.
COMPUTER SKILLS
Possess intermediate knowledge of MS Office (Word, Excel, PowerPoint, and Outlook), internet/Intranet experience.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of the organization.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where
only limited standardization exists. Abilities to interpret a variety of instructions furnished in
written, verbal, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilies to perform the essential
functions.
While performing duties of this job, the employee is regularly required to use hands to handle,
or feel, and talk or hear. The employee is frequently required to sit. The employee is
occasionally required to lift and/or move up to 10 pounds and rarely lift and/or move up to 25
pounds. Specific vision abilities required by this job include close vision, distance vision, and
ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
SUMMARY
The
Administrative Assistant provides advanced administrative support to two (2) Sales Vice Presidents including, but not limited to, handling telephone calls, preparing correspondence, managing schedules, completing reports, processing invoices, coordinating social media communications, maintaining files, and fulfilling daily administrative tasks.
ESSENTIALDUTIESANDRESPONSIBILITIESinclude the following. Other duties may be assigned.
- Provide advanced administrative support to the Sales Vice Presidents.
- Handle incoming calls, take messages and promote effective interoffice communication.
- Manage calendar and schedules; coordinate and organize meetings and conferences; schedule and manage travel arrangements.
- Prepare written communications such as letters, memos, and e-mail.
- Process invoices and expense reports.
- Complete weekly and monthly reports on a variety of projects.
- Prepare PowerPoint presentations.
- Coordinate social media communications for the Company.
- Maintain databases and filing systems for paper and electronic documents.
- Maintain sales department office supplies.
- Fulfilldailyadministrativetasksincludingcopying,faxing, receiving guests, and mailpickupanddistribution. Prepare shipping labels and documents for packages shipped via FedEx and DHL.
- Exercise discretion and maintain a high degree of confidentiality in Sales department information.
- Assist with special projects and other job-related as directed.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Bachelor’s degree in Business or one to three years related experience, and/or training or equivalent combination of education and experience.
COMPUTER SKILLS
Possess intermediate knowledge of MS Office (Word, Excel, PowerPoint, and Outlook), internet/Intranet experience.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of the organization.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where
only limited standardization exists. Abilities to interpret a variety of instructions furnished in
written, verbal, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilies to perform the essential
functions.
While performing duties of this job, the employee is regularly required to use hands to handle,
or feel, and talk or hear. The employee is frequently required to sit. The employee is
occasionally required to lift and/or move up to 10 pounds and rarely lift and/or move up to 25
pounds. Specific vision abilities required by this job include close vision, distance vision, and
ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
