Department Administrator & Events Planner

Werfen; Bedford (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading global company in Bedford, Massachusetts is seeking an Executive Administrative Support to provide daily assistance to the Vice President, Worldwide Marketing & Service. The ideal candidate has at least 5 years of experience in high-level administrative roles, excellent communication skills, and a strong ability to manage events and budgets. This position offers a dynamic work environment with opportunities for professional growth.

Qualifications

• Minimum 5 years' experience providing executive level administrative support.
• Experience coordinating and managing large meetings and events.
• Experience managing projects of varying scope and size.

Responsibilities

• Perform standard, advanced and confidential administrative duties for the Vice President.
• Plan and coordinate local and global department events.
• Manage purchase orders and maintain Finance Asset inventory.

Skills

Strong communication skills

Planning and organizational skills

Advanced computer literacy

Integrity and confidentiality

Professional demeanor

Education

Bachelor's Degree (Liberal Arts or Business focus)

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Overview

Position Summary:

This position is responsible for providing daily administrative support to the Vice President, Worldwide Marketing & Service and overall department. Plans and coordinates local and global team meetings and events.

Responsibilities

Key Accountabilities:

Administrative Functions:

• Perform standard, advanced and confidential administrative duties for Vice President, WW Marketing & Service, requiring broad experience, skill and knowledge of the organizations policies and practices
• Finalize and circulate internal department communications such as Marketing Information, Service Information, Breaking News and other communications as appropriate
• Manage purchase orders and maintain Finance Asset inventory and Computer Asset inventory
• Organize and support the onboarding of new hires
• Responsible for the maintenance of department contracts, vendor agreements and third-party service provider agreements.
• Maintain and update the department training program.
• Ensure compliance of the marketing processes with the Company Code of Ethics and with Laws and Regulations.
• Manage office and cube assignments and cube size relating to expansions and reconfigurations and new hire requirements

Events Planning Functions:

• Plans and coordinates local and global department events, including: logistics, venue planning and selection, attendee registration and tracking, materials support
• Procures and coordinates vendor services. Coordinates facility/exhibit set-up, equipment and catering requirements. Provides on-site event support, as needed
• Provide travel assistance to department members for select events

Budget managed (if applicable)

• Department Meetings and Events Budget(s)

Internal Networking/Key relationships

• Executive Administration Team
• Facilities
• Legal and Compliance
• Quality and Regulatory

Skills & Capabilities:

• Strong communication skills and professional demeanor. Excellent level of business acumen as exhibited in solid decision making capabilities. Self-assurance and presence to interact with all levels both inside and outside the organization.
• Capable of representing the company with vendors and outside consultants
• Excellent planning and organizational skills.
• Integrity and the ability to maintain the highest level of confidentiality.
• Advanced computer literacy in pc software including Microsoft Excel, Word and PowerPoint.
• Team player with willingness to jump in and assist where needed.

Qualifications

Minimum Knowledge & Experience Required for the Position:

Education: Bachelor\'s Degree preferred (Liberal Arts or Business focus)

Experience:

• Minimum 5 years\' experience providing executive level administrative support
• Minimum of 5 years\' experience coordinating and managing large meetings and events
• Experience managing projects of varying scope and size. Exhibited ability to initiate problem solving and to engage resources as appropriate to accomplish goals.
• Experience managing capital budgets

Additional Skills/Knowledge:

• Language: Fluency in English required

International Mobility:

• Required: No

Travel requirements:

• No travel required

If you are interested in constantly learning and being challenged on a daily basis we encourage you to submit your resume or CV.

Werfen is an Equal Opportunity employer and is committed to a diverse workplace. Werfen strictly prohibits unlawful discrimination, harassment or retaliation based upon an individual\'s race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other protected characteristic as defined by applicable state or federal law. If you have a disability and need an accommodation in relation to the online application process, please contact [e-mail] for assistance.

We operate directly in over 30 countries, and in more than 100 territories through distributors. Annual revenue is approximately $2 billion and more than 7,000 employees around the world comprise our Werfen team.

www.werfen.com

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