• Manage the schedules and travel arrangements of the defined leadership team.
• Provides executive assistance for a wide range of senior management functions, including client meetings, new business development, recruiting, marketing, board meetings, and budgeting.
• Coordinate the scheduling and handle logistical arrangements for internal and external meetings.
• Exercises extreme diplomacy in managing the expectations of external (customer, vendor, partner, media, etc) stakeholders regarding executive availability and other asks.
• Coordinate with internal and external vendors to organize and execute on internal and external events 
• Carry out all responsibilities and assigned tasks in a professional manner with the highest standards of excellence.
• Manages the coordination of content creation for Board updates, client presentations, and executive leadership meetings
• Works with the leadership team to assist in aligning and contributing to cross organizational communications and training activities
• Proactively works with the leadership team to resolve localized office needs
• Manages administrative tasks such as meeting notes, action items, follow ups for all leadership meetings
• Assist Financial Advisors in the preparation and follow up for the client/member meetings
• Be the first point of contact for members/clients in-person and on the phone
• Answer calls, schedule and confirm client appointments
• Greet clients/members as they arrive for appointments
• Populate and maintain accurate client data in CRM software and other data systems
• Handle and properly document sensitive communications with client/members, and respond in an effective and timely manner to ensure customer satisfaction
• Perform routine administrative duties such as maintaining office supplies, processing mail, scanning and faxing documents
• Assist with social media marketing efforts on a case-by-case basis

Skills: Executive Support, Event Coordination, Stakeholder Management, Content Management, Communication Skills, CRM Management, Customer Service, Social Media Marketing

• Preparing and controlling documents flow for invoices payment
• Preparation of documents for warehouse
• Preparation of official letters and tracking of shipments of products
• Translation of technical text and approval of designs for trademarks.
• Maintaining a pre- and post-project evaluation
• Collect and update current sales information to prepare the weekly sales report
• Providing functional and administrative assistance to the Business Executive Officer and to the department
• Facilitating departmental communication, reporting and key meetings
• Facilitating and coordinating organization of departmental events
• Participating in development and organization of special marketing actions
• Production and distribution of basic POSM 
• Helping Business Executive Officer and team members in daily work on request.
• Assist with day-to-day data entry transactions
• Ensure order due dates are aligned with the customer requirements and forecasts
• Understand ERP applications pertaining to production and material planning as well as order entry.
• Assist in issuing and tracking production orders
• Assist in prioritizing work orders by helping to maintain production schedule reports
• Assist with inventory control, and materials planning

Skills: Document Management, Translation Skills, Project Evaluation, Sales Reporting, Executive Support, ERP Proficiency, Production Scheduling, Inventory Management

• Scheduling meetings, taking minutes, maintaining databases and preparing reports and presentations for the business unit.
• Research and compile special reports, presentations, organizational charts, and internal correspondence on behalf of senior management
• Implement processes and continuously improve administrative processes and procedures to maximize efficiency and effectiveness
• Writing business memos, ensuring knowledge sharing and informing colleagues of any changes to processes and procedures
• Supporting senior management and the communications/marketing team in the organization of business critical events, including travel arrangements and booking venues and catering
• Checking and maintaining in SAP and offline Excel listing of attendances and absences as informed by employees.
• Maintenance of sickness notifications in SAP
• Arrangement of payment of overtime hours (forwarding to service center)
• Support of some employees with accounting and booking in the travel tool
• Support of the various departments within the organization
• Communicate with manufacturing and purchasing personnel to help avoid/resolve planning issues
• Provide additional support in various capacities for production, safety, and management 

Skills: Meeting Coordination, Report Generation, Process Improvement, Business Communication, Event Management, SAP Proficiency, Cross-Departmental Support, Production Support

• Compile, prepare and maintain weekly, monthly reports and presentations
• Supporting and coordination project related activities
• Assisting management with budget related items
• Provide administrative support to the PI Executive Leadership Team members
• Organize travel, audit expense reports and meetings
• Maintain expense tracking systems & assist with members of the Management team and direct report’s Expense submissions and approvals 
• Maintain confidentiality and exhibit a high level of discretion and professionalism
• Provide back-up assistance to other members of the Administration team 
• Answer incoming phone calls and voicemails for President of the company, and schedule and coordinate conference calls and meetings
• Maintain President’s meeting calendar and take detailed meeting notes
• Assist in the drafting, proofreading and editing of emails, presentations and letters and handle incoming and outgoing mail
• Initiate and coordinate marketing campaigns and update mailing lists for future marketing initiatives and projects
• Develop in-house marketing materials that may include flyers, listing and brochures
• Assist with the drafting of the companies lease proposals and request lease applications 
• Provide backup assistance for the Executive Assistant and Office Manager 

Skills: Reporting, Coordination, Budgeting, Administration, Expense Management, Confidentiality, Communication, Marketing.

• Assist in the preparation of podcast advertising proposals and client presentations, including managing interaction with publisher group to clarify rates and advertisement requirements.
• Develop and review insertion orders for accuracy and manage the approval process internally and with clients
• Manage copy distribution for client campaigns based on the contract terms and publisher requirements and review with sales personnel and clients when applicable
• Ensure that all required advertisement campaign documentation is completed and schedule the campaigns using internal campaign management tools
• Effectively communicate with internal teams (sales, publisher relations, finance) and external clients on performance and delivery of campaigns
• Review ad campaigns to ensure are working as planned. 
• Troubleshoot and resolve any issues with the campaigns as arise.
• Manage and update prospect and client information in the company CRM
• Assist with conference travel and planning
• Support marketing team with all administrative work which includes coordination of travel, meeting coordination, managing emails and correspondence among other responsibilities
• Collaborate with the team and use keen eye to execute the vision of the firm both in print and digital content.
• Manage meeting and event coordination and handle all logistical planning
• Create branded visual collateral for print, digital, events, social, internal communications, and reports
• Ensure brand standards are defined and followed across media and campaigns
• Expand and manage the social media presence of the firm on new and existing platforms

Skills: Proposal Preparation, Campaign Management, Documentation Coordination, Internal Communication, CRM Management, Event Planning, Brand Compliance, Social Media Strategy

• Experience with Adobe Creative
• Administrative Assistant experience 
• Strong computer skills including word processing, spreadsheets and presentation software, as well as databases and customer database systems
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators and copiers.
• A self-motivated team player with strong and effective communication skills
• Demonstrate accuracy and thoroughness, looking for ways to improve and promote quality.
• Possesses an extraordinary ability to multi-task in a fast-paced, deadline driven environment.
• Has great attention to detail, technological proficiency including extensive software/computer skills
• Great customer service skills, and a general understanding of administrative principles and the expectations associated.
• Proficiency in Microsoft Office including Publisher Proficiency in YouTube video uploading and Social Media posting 

Qualifications: BA in Communications with 1 year of Experience

• Know financial services, life, and annuity products
• Be proficient in word processing, spreadsheeting, and presentation software
• Have marketing and/or business development experience.
• Be skilled in MS Office, including Keynote
• Be detail-oriented and highly organized
• Experience in managing calendars for multiple departments, including travel and expenses
• Experience in working with creative/marketing teams
• Have the ability to create Keynote decks
• Must be digitally savvy with online databases, website navigation, and have an aptitude for technology

Qualifications: BA in Business Administration with 3 years of Experience

• Able to adapt to a rapidly changing environment
• Graphic design skills
• Must have a command of the English language, and be able to communicate effectively and creatively
• Have strong attention to detail.
• Good Organizational skills 
• Ability to communicate in any type of platform example: WhatsApp Account 
• Ability to take direction and work independently, self-starter 
• Outstanding customer service skills
• Must possess excellent time management skills

Qualifications: BA in Marketing with 2 years of Experience

• Experience working in a related office administrative or logistics role
• Proficient in marketing research and statistical analysis
• Excellent analytical skills and a high degree of business acumen
• Proven ability in handling concurrent projects with attention to detail and accuracy
• Computer literate with strong working knowledge of the Microsoft Suite, Eloqua, Google Analytics 360, PowerBI or similar tools
• Good command of written and verbal English
• Experience in Digital Marketing, Social Media Management and Admin 
• Excellent verbal and written communication skills 
• Detail orientation and coachable to learn latest trends in technology 
• Tech savvy ability in web navigation

Qualifications: BA in Public Relations with 2 years of Experience

• Experience working in an office environment, preferably as part of a Marketing Department or a Marketing Agency preferably in B2B, financial services, or other Fintech services experience
• Ability to work effectively within a team and independently.
• High level of professionalism with strong interpersonal skills.
• Demonstrable ability to multi-task and adhere to deadlines.
• Strong organizational skills with excellent attention to detail.
• Excellent verbal and written communication skills including editing and proofreading.
• Self-directed and motivated with excellent problem-solving skills.
• Experience with cross-platform media including digital, social media, and print.
• Excellent knowledge of MS Office (including PowerPoint and Excel), Smartsheet, and comfortable learning new systems.
• Knowledge of animation/video experience

Qualifications: BA in Advertising with 5 years of Experience