Administrative Assistant - Sales

JOB SUMMARY

The Administrative Assistant is responsible for administrative support in the Danbury facility and for the US Sales team.

COMPANY'S MISSION AND VALUES

REPORTING STRUCTURE

The Administrative Assistant reports to the Head of Key Accounts, Americas.  Select goals, activities, and priorities are also directed by the Vice-President, US Sales.  This position bears full responsibility for all agreed upon goals and objectives.

JOB RESPONSIBILITIES

• Organize and coordinate onsite customer visits and team meetings in the Danbury office.  This includes coordination with Sales hosts and Danbury participants in developing and updating meeting agendas, ordering food, scheduling conference rooms & set up, scheduling factory & demo room tours, as well as travel arrangements (reservations for hotels, transportation and restaurants).  Greet customers and Belimo colleagues upon their arrival and assist with ensuring a favorable experience for the visitors.
• Assist with the coordination and planning of select regional and team meetings and training programs in conjunction with Belimo’s Event Planner, Training Solutions Department, and US Sales.
• Maintain customer contact information for customer meetings and events. 
• Partner with Executive Assistant and Marketing Team on various projects and events as needed.

• • Provide daily administrative support for the Vice President, US Sales.  This includes calendar management (scheduling of select meetings), vacation schedule coordination (time off approvals), and supporting the sales team directly on various requests.
  • Maintain accurate database information on the US Sales team.  This includes the Sales team manifest of current positions, address & phone numbers, defined territory responsibilities, and US Sales e-mail distribution groups.
  • Responsible for retrieval and distribution of key monthly sales reports, as directed.  Generate other reports and analysis upon request by the US Sales team.
  • Administration of Belimo Platinum Contractor and Distributor Agreements, Key Account Agreements, and OEM Sales Agreements
    • Process requests for new or revised Platinum Agreements by collaborating with District Sales Managers, Regional Sales Managers, Head of Strategic Markets & Channels, Americas, and VP, US Sales.
    • Prepare and distribute Platinum Contractor and Distributor Agreements annually to the US Sales team.  Maintain a complete and accurate archive of fully executed Platinum Contractor and Distributor Agreements.
    • Manage approval process for multiplier change requests and initial multiplier approval for new customers.
    • Manage approval process and accurate tracking for Co-Op Marketing fund requests from Platinum Contractors and Platinum Distributors.
    • Provide administrative support for Key Account and OEM Sales Agreements, including maintaining a current, organized archive of all Agreements.
  • Provide weekly back-up support for the front reception desk and assist with mail distribution as needed.
  • Other general administrative support and special projects, as needed. 

REQUIREMENTS

• Associate degree preferred

• Minimum 3-years’ experience in sales support and in an executive administrative role
• Proficient in MS Office applications (Word, Power Point, Excel, Outlook), particularly Excel

• Strong organizational and planning skills
• Excellent verbal and written presentation and interpersonal communication skills

• Strong attention to detail with excellent follow-up skills