Team Assistant

Team Assistant – Client, Distribution and Marketing Americas Exton, PA (Highly preferred), Philadelphia, PA, New York, NY, USA As a key member of the Client, Distribution and Marketing Americas organization, you will provide dedicated administrative support to the department leadership team, ensuring smooth day-to-day operations and enabling them to focus on strategic priorities. Your robust organizational skills and attention to detail will be vital in managing travel, vendor payments, expense reporting, and a variety of ad hoc administrative tasks. You will be a proactive team player, maintaining high standards of professionalism and confidentiality while supporting the leadership team. Whatyou’ll be doing What will your essential responsibilities include? Expense & Invoice Processing: Coordinate invoice processing and vendor payments for marketing events, sponsorships and other external activities. Support related budget tracking. Track and reconcile expenses, ensuring compliance with company policies. Prepare, review, and submit expense reports for the leadership team and other team members. Travel & Logistics Management: Coordinate complex travel arrangements including flights, hotels, transportation, and dining reservations. Prepare detailed travel itineraries and ensure all logistical details are aligned. Administrative Support: Manage calendars, schedule meetings, and coordinate logistics for internal and external engagements. Prepare and distribute meeting agendas, materials, and follow-up items. Take meeting minutes, draft summaries, and track action items. Ad Hoc Tasks & Special Projects: Support the team with various administrative projects, including preparing presentations, reports, and communications. Assist with event planning and coordination for team meetings, town halls, and off-site gatherings. Stakeholder Interaction: Act as a point of contact for internal and external stakeholders, fostering positive relationships and ensuring timely communication. Reporting & Documentation: Maintain organized files and documentation, ensuring easy retrieval and accuracy. Support with reporting and data entry as needed. You will report to the Head of Marketing, Americas. What you will BRING We’re looking for someone who has these abilities and skills: Robust organizational skills with the ability to prioritize and manage multiple tasks efficiently. Experience managing travel arrangements, vendor payments, expense reports, and general budgeting and administrative functions. Excellent communication skills, both written and verbal, with a professional demeanor. Proactive mindset, able to anticipate needs and abel to work with minimal supervision. High level of discretion and confidentiality handling sensitive information. Tech-savvy with proficiency in Microsoft Office Suite (Outlook #J-18808-Ljbffr AXA