Administrative Assistant

 

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Reporting to the Senior Vice President of Emerging Channels and the Senior Vice President of Sales for Category and Insights you will provide direct administrative support. Responsibilities will include: calendar management, coordination of meetings and travel (domestic/international), preparation of PowerPoint presentations, internal communications, report distribution and record-keeping, and coordination of monthly tracking reports.

RESPONSIBILITIES

Areas that play to your strengths

All the responsibilities we'll trust you with:

• 
  EXECUTIVE SUPPORT
  
  
  
  Calendar and travel management for SVPs (domestic and international)
  
  Plan and orchestrate meetings/conference calls across the department
  
  Process forms and expense reports
  
  Ensure that tasks and projects are completed correctly
  
  Follow-up information on all matters
  
  Run/manage staff meetings including agenda coordination and recaps
• 
  EVENT AND MEETING SCHEDULING, PLANNING, AND COORDINATION
  
  
  
  Lead the planning and production of all department level activities, including off-sites, workshops and team building events.
  
  Manage and communicate Executives' calendars and assist with prioritization.
  
  Maintain department calendar; schedule regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes.
  
  Provide admin support to Sales departments and their respective department heads.
• 
  PRESENTATIONS AND COMMUNICATIONS
  
  Create high quality PowerPoint presentations for SVPs and other team members.
  
  Liaise with multiple departments, communicating information, analysis or reports.
  
  Route contracts through approval and signature.
• 
  ADMINISTRATIVE TASKS
  
  Manage team calendar
  
  Schedule appointments, meetings and workshops, responsible for meeting minutes
  
  Make travel arrangements and verification of travel costs
  
  Help us with preparations for meeting and calls
  
  Responsible for internal communications (collaboration, contact management) and information flow, correspondence on behalf of the manager
  
  Dealing with incoming email, faxes, post, and calls; responsible for shared inbox
  
  Filing and archive management
  
  Onboarding of new employees
  
  Verify invoices, supporting the manager or administrative responsibility for budget management (FRE, SRE, TRE, budget closing, invoicing, tracking of budget, re-charges)
  
  Perform specific small projects and research, support projects
  
  Other administrative tasks as assigned (e.g., ordering office supplies, send FedEx).
• 
  COMMUNICATION/TEAMWORK
  
  Listen, expresses ideas/thoughts
  
  Work with multiple managers and personality types
  
  Work within and outside formal lines of authority
  
  Patient - partners with different team members

EXPERIENCE

Your areas of knowledge and expertise

that matter most for this role:

• 2+ years' Experience in positions related to sales and marketing
• Experience using Microsoft Suite
• Experience coordinating large events and meetings
• Work well with diverse personalities
• Experience supporting multiple leaders preferred

• Travel 0-10%
• Permanent
• Benefits eligible

WHERE YOU'LL BE BASED

Santa MonicaCalifornia, United States

United StatesRed Bull North America

JOIN THE TEAM

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