Executive Administrative Coordinator

Summary

The Executive Administrative Coordinator provides administrative support and coordination of special project for the GameTime Sr. V.P of Sales and V.P. of Marketing, This person works under limited supervision and must exercise initiative and independent judgment in setting priorities and carrying out all assignments.

Essential Duties and Responsibilities

1. Manage schedule/calendar and travel arrangements for Senior V. P. of Sales, V.P. of Marketing, company stakeholders, strategic partners and consultants.
2. Schedule and organize departmental and personal meetings, webinars, and provide meeting support through preparation of materials, maintenance of participant lists, agendas, minutes, food, lodging, follow-up, etc.
3. Generate analyses and create proposals, reports, and other supportive materials.
4. Create and prepare meeting presentations, key documents, and correspondence for a variety of audiences.
5. Prepare outbound communications and correspondence on behalf of Senior V.P. of Sales and V.P. of Marketing.
6. Manage departmental consultants (logistics, contracts, travel, scheduling, tracking, payment, etc.).
7. Support departmental legal needs and maintain effective tracking and documentation (trademarks, service marks, copyright, etc.).
8. Manage and support ongoing departmental reporting including monthly sales reporting, business reviews, board reports, strategic plans and project updates etc.
9. Manage AFE and budgetary processes for the direct reports.
10. Manage timely expense reports and invoices/payments for the Senior V. P. of Sales and V.P. of Marketing.
11. Provide support and assistance for special events (business lunches, customer visits, trade shows, sales meetings, and sales training.
12. Manage departmental supplies, mail, copier services, gifts/cards/flowers, shirts/logo materials, and department shipping needs.
13. Manage inventory of departmental program/collateral/resource materials in an efficient organization system for effective tracking and timely replenishment from document control. Update materials as indicated.
14. Assume additional responsibilities as assigned by Senior V.P. of Sales.

Competencies

• Analytical Decision-Making
• Communication
• Learning & Development
• Planning & Organizing
• Professionalism & Integrity
• Risk-Taking/Creative Thinking
• Teamwork & Relationship-Building
• Results Orientation
• Ability to Multi-task
• Managing Others
• Organizational Skills

Education and/or Experience

• Minimum Associates Degree with a Bachelors preferred and or comparable experience.

Travel

• Less than 15%

Computer Skills

• Demonstrated proficiency with MS Excel, Word, PowerPoint, Adobe, Google Slides/Sheets, Canva, Asana or comparable project management software. Previous experience working in CRM system a plus. Ability to create dynamic presentations.

Other Requirements

• Minimum of 5 years executive administrative assistance experience required.
• Ability to lift and transfer supplies and materials required.
• Experience working with sales and marketing and/or new business development preferred.

Other Skills

• Self-directed takes initiative and anticipates needs
• High energy / Bias towards action / Learner
• Excellent verbal & written communication skills
• Ability to generate and edit documents and materials for accuracy
• Demonstrated ability to represent the company in a professional manner
• Excellent interpersonal skills with proven ability to collaborate and function as an effective team member
• Ability to generate effective correspondence and presentations for a variety of audiences
• Excellent documentation and analysis skills with attention to detail
• Ability to collaborate effectively with a variety of internal and external stakeholders