Executive Assistant

Administrative Assistant

Reports To: CEO and SVP

Summary:

This position is responsible for a variety of administrative and clerical duties, performing and coordinating office administrative duties, and storing, retrieving, and integrating information for the support to the CEO and SVP.

Essential Functions:

• Manage incoming correspondence, including telephone call screening, occasional email management
• Clerical support to CEO and SVP (Organize and maintain paper and electronic files).
• Dictaphone transcription for SVP.
• Travel arrangements for the CEO and SVP (both Domestic and international flights and hotels, transportation) incl. itinerary/meeting coordination and planning.
• Heavy contact management in CRM database (PipelinerCRM).
• Planning and scheduling internal meetings, external conference calls, and web based presentations.
• Follow up on conferences and trade show leads created by SVP (mailings, databank updates, etc.).
• Run various weekly reports for CEO and SVP. Follow up on required report updates through various staff members.
• Special internal and external event planning and coordination.
• Handle personal/private tasks for CEO and SVP
• Backup support for receptionist on telephone overflow.
• Support Marketing/Communications. Arrange regional trade show participation (posters, handouts, hotel booking, booth reservation, display stands, etc.).
• Highest level of proficiency in business correspondence.
• Handle day to day affairs of the Austrian Consulate (manage visa applications, inquiries, organize support for Austrians in an emergency situation).