Sr. Administrative Assistant

Come Join an Inclusive Team

This position is responsible for managing commercial activities for general office administrative duties for the I&D Commercial team including managing commercial activities for the I&D North America Sales team. General office administrative duties include scheduling meetings, arranging and tracking travel, completing expense reports, etc. Managing commercial activities includes planning and coordinating I&D customer events, conferences, and sales meetings. 

The position requires some travel (~5%) to provide occasional off-site support of the sales team. The working environment is dynamic, with many parallel tasks running concurrently.

A Day in the Life

• Arrange business travel, domestic and international, for commercial team.
• Assist in the maintenance of Outlook calendars and distribution lists for Directors.
• Expense Management:  manage purchasing cards, maintain expense tracking records, process check requests, and assist in the completion of expense reports.
• Order office supplies, business cards, cell phones, etc. for the commercial team.
• Maintain multiple SharePoint Sites with commercial related information.
• Manage customer distribution lists and issue customer letters.
• Organize and attend annual AFPM conference for LYB customer meetings – conference registration, coordination of meeting space, schedule reconciliation, hotel accommodations, restaurant reservations, customer party planning, etc.
• Organize 4-6 customer events each year for the North American Sales team, ensuring compliance with the annual budget and issuing compliance notifications as needed.
• Organize and manage the execution of Americas sales meetings, including scheduling of sessions and arranging venues, meals, accommodations, and meeting infrastructure.
• Purchase / manage inventory of customer promotional items and associated budget.
• Arrange recurring training for North American sales team and monitor compliance.
• Schedule new hire onboarding and introductory meetings.
• Schedule recurring biweekly sales meetings and manage sales meeting presenters.

Area of Expertise, Requirements

• Event planning; simultaneous management of multiple tasks
• High-level of organization, attention to detail, and customer-focus required
• Microsoft Office Suite (Word, Power Point, Excel, SharePoint)

You Bring This Value

Education

• Minimum Associate’s Degree (Bachelor’s preferred)

Work Experience 

• Minimum 5 years working experience
• Event planning
• Demonstrated experience interfacing with customers and outside service providers

Languages

• English
• Spanish a plus

Other skills

• Expense reporting (SAP Concur) and approvals

• Sales experience a plus
• Presentation skills a plus

Competencies