Company Info: Jobs

Job Title: Administrative Assistant
Reports to: Vice President of Sales
Date: June 2014
Location: Ventura, CA
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General Summary:
The Administrative Assistant to the VP of Sales is responsible for performing administrative and general office management duties of a responsible and confidential nature. S/he will report directly to the VP of Sales and help manage and organize the VP’s workflow in a manner which is efficient, effective and customer service oriented. The ideal candidate will be a motivated and resourceful self-starter with excellent communication skills able to thrive in a fast-paced environment with demonstrated experience juggling multiple competing tasks and demands.

Essential Job Functions:
o Support the Vice President of Sales in managing day-to-day work flow and help keep this person organized and on track.
o Responsible for reading, researching, and routing correspondence; collecting and analyzing all incoming information; draft emails and letters, presentations and reports.
o Maintain appointment schedule by planning and scheduling meetings, conferences calls, and appointments.
o Prepare invoices, reports, memos, letters, sales forecasts, expense accounts and other documents, using word processing, spreadsheet, database, or PowerPoint presentation software.
o Coordinate information to/from the VP’s direct reports regarding budgets, travel, deadlines, etc.
o Coordinate travel arrangements, off-site meetings and events.

Physical Requirements:
o Must be able to sit for extended periods of time
o Ability to look at a computer screen for extended periods of time
o Ability to maintain a composed and professional demeanor within a flexible and (at times noisy) work environment
o Must be able to travel domestically and internationally utilizing various transportation methods

Minimum Job Qualifications:
o 5+ years’ experience in a comparable Administrative or Executive Assistant role
o Expert knowledge of Mac and PC, MS Office Suite: Word, Excel, PowerPoint and Outlook.
o Excellent verbal, oral and written communication skills.
o In depth knowledge of internet search applications.
o Proven proficiency in producing high quality reports and presentations utilizing Excel and PowerPoint.
o Exceptional scheduling skills with a focus on driving deadlines.
o High level of attention to detail/organization.
o Excellent customer service skills, in person, on the phone and in writing.
o Willingness and ability to adjust to multiple demands, shifting priorities, and demonstrate flexibility.
o Must be a talented problem solver, solution oriented and highly resourceful.
o Proven ability in assembling, compiling, analyzing and summarizing data.
o Able to work independently on projects, anticipate/address issues while using good judgment.
o Bachelor's degree

Employee Conduct:
It is the responsibility of every employee to contribute to a positive work environment through cooperative and professional interactions with co-workers, customers and vendors.