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Administrative Assistant
Houston, TX
Reference Code: ALI-10686
Responsibilities:
Job Summary:
Maintains records, providing information and management support to the VP Sales, VP Bus Dev & CO2, plus associated management teams: Sales Force Effectiveness, Pricing, CO2 Product Management and Operations.
Responsibilities/Accountabilities:
• Interfaces with Executive and mid-management personnel.
• Provides administrative support by maintaining records and tracking information; preparing reports and coordinating activities.
• Coordinates meeting and training logistics (off-site and in office), often includes planning/coordinating dinners, receptions as needed (annual National Sales meeting & President’s Club Awards Dinner).
• Serve as Strategic Account Pricing Coordinator.
• Maintains Sales/Strategic & National Accounts/FLOXAL & On-sites/IC Training intranet sites.
• Update and maintain Strategic Account contract files.
• Process monthly Discoverer Pepsi reporting for Strategic Accounts.
• Assists in preparing presentations, proposals, training courses including assessments.
• Prepares monthly expense reports as requested and may review expense reports prior to authorized signatures.
• Maintains departmental Outlook distribution lists.
• Produces reports using AL applications as requested.
• Issues PO’s using Oracle application and submits monthly detail for P-card expenditures; tracks and reports expense allocations per budgets.
• Conserves Executive’s time by reading, resetting, routing correspondence; drafting letters and documents; disseminating information; initiating telecommunications; planning and scheduling meetings, conferences, teleconferences, and travel.
• Arranges travel (includes booking international and domestic flights, hotel. accommodations, rental cars, etc.).
• Maintains office supplies inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting supply orders; verifying receipt of supplies evaluating new products.
• Processes confidential personnel paperwork with a very high degree of professionalism and confidentiality.
• Maintains hard copy and electronic filing, as requested.
• Maintains personnel schedules, sorts mail and routes telephone calls.
• Contributes to additional duties and special projects as assigned.
Requirements:
General Requirements:
Education and Experience:
High School Diploma required. Three to five years administrative experience .
Key Skills/Knowledge/ Expertise:
Types 65 WPM error free, exceptional organizational and computer skills (must be highly proficient with MS Office suite); ability to learn new computer applications quickly; detail-oriented; excellent communication skills (verbal and written) including follow-through skills; ability to work well with frequent interruptions; strong interpersonal and organizational skills; solution and detail-oriented; team player; positive attitude a must.
Demonstrates an ability to anticipate needs is self-directed and takes an assignment to the next level (pro-active approach).
Licenses: Holds a TX driver’s license and able to drive a vehicle.
Physical Abilities: Lifting and carrying 25 lbs.
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