Executive Assistant

Administrative AssistantReports To: CEO and SVPSummary: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 managementClerical 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 SVPBackup 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).