Position DescriptionTitle:Administrative AssistantDepartment:Business DevelopmentFLSA Status:Non-ExemptREPORTING RELATIONSHIPS:Reporting Matrix: EVP, Business DevelopmentDirect Reports:NonePOSITION SUMMARY:This position is responsible for providing administrative and event support for Business Development and MarCom departments.RESPONSIBILITIES:Executive Vice PresidentFormat monthly, quarterly, and annual Salesforce reports for the EVP, Board meeting, and Sales meetings, in addition to any ad hoc reports as requested and needed.Organizing and scheduling appointmentsOrganizes and prepares expense reimbursements for EVP, as requestedConserves department head’s time by doing due diligence, drafting and routing appropriate correspondence, collecting and analyzing information, and initiating appropriate communicationsCoordinate and make travel arrangements (air, train, car, hotel) and maintains travel itinerariesWork closely with CEO’s administrative assistant on Board-related initiatives, as necessaryBusiness DevelopmentCoordinate and make travel arrangements (air, train, car, hotel) for groups and maintains travel itineraries for support executives and management (Best & Final presentations, prospect meetings, sales meetings, etc.)Arranges group meals for prospect site visits and team meetings inclusive of logisticsPlanning and scheduling of prospect meetings, Best and Final presentations, Site Visits and bi-annual sales meetingsMarComProduces collateral materials for RFPs, B Presentations, site visits, etc.
to include printing, creating booklets, binders or folders and ensuring shipped to appropriate locations in a timely mannerCreates and maintains database of existing and new team member bios and photos.Order and maintain inventory of departmental supplies needed for production and prospect meetingsWork in conjunction with Marketing Specialist for all national and global conferences and sponsorshipsRegisters team members for national conferencesPurchase and track sponsorships in Salesforce for all regional conferences worldwideAssists with conference set-up including ordering/shipping booth and additional itemsMaintain vendor relationships for promotional items as well as printing, office supplies, etc.General (for all departments)Process invoices and purchase orders for payment; maintain budgetFile electronic documentation in prospect and client foldersManages and completes projects, setting tasks, ensuring owners complete them in a timely manner and follows up on resultsProvides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions, etc.Serves as backup administrative support to the headquarters office Receptionist desk as neededAssists with projects, as neededPerform other job duties as assignedEDUCATION:Bachelor’s Degree orEquivalent combination of experience, skills, training and educationTRAINING and EXPERIENCE:Minimum 7 years’ administrative experience supporting multiple senior leaders in a sales and/or marketing environmentAdvanced level PC skills including, but not limited to Word, Excel, Visio and PowerPoint; able to develop highly professional presentation documentsExcellent verbal and written communication skills; fluent in EnglishMust be highly responsive and sensitive to deadlinesOutstanding organizational skills; very detail orientedAble to work independently and as part of a teamAble to handle sensitive and confidential data and informationImperative to have the ability to work on and complete multiple projects simultaneouslyMust represent Altair and its executive management staff in a highly professional manner at all timesPromotes company values and goalsESSENTIAL INTELLECTUAL FUNCTIONS: Must be fluent in English and an excellent communicator (both written and verbal), be able to multi-task and manage to deadlines, and handle sensitive and confidential information.ESSENTIAL PHYSICAL FUNCTIONS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Individuals must be able to use hands and fingers to keyboard, to operate, handle, or feel objects, tools or controls, reach with hands and arms, must be able to sit at a workstation for extended periods of time, must have the ability to deal with peak volume stress, and any other key critical skills and abilities as required by the position.EQUIPMENT USED:Individuals must be able to use standard company equipment and systems, i.e.
computer and communications systems, fax, printer, copy machine, phone, and other equipment as required by position.WORK ENVIRONMENT:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually moderate.Employee must demonstrate knowledge of and support Company vision and value statements, policies and procedures, privacy, security and confidentiality standards and code of ethical behavior.Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.