Administration Assistant & Marketing Coordinator - Largo, FL

Job Overview

Provide Administrative support to the Vice President/ General Manager (VPGM) of Protection and Controls Division which is made up of Beckwith Electric (Beckwith BU) and Electro Industries GaugeTech (EIG BU).  Also provide administrative support to multiple staff members of both BU as needed.

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A Day In The Life

Essential Duties and Responsibilities include the following.  Other duties may be assigned.
•    Record and distribute minutes for Beckwith Electric & EIG monthly staff meetings.
•    Follow up with team on staff meeting action items.
•    Schedule meetings for the VPGM and other staff members as needed.
•    Work closely with the assigned leadership team to ensure effective communication, effective team dynamics and optimal workflow.
•    Make all travel arrangements for VPGM (flights including seat selection, hotels, car rental, restaurant suggestions etc.).
•    Prepare expense reports for VPGM and submit them.
•    Make travel arrangements/process expense reports as needed for other staff members.
•    Timely payment of professional dues for IEEE, IEC and CIGRE. 
•    Work with staff members of Beckwith and EIG to collect and compile KPI metrics (AIMS) for each department and generate BU metrics for reporting at monthly staff meetings.
•    Apply advanced skills/procedures to a variety of time-sensitive report-oriented tasks.
•    As needed, assist with more complex research and investigation; may prepare analyses of information.
•    Coordinate meetings and onsite events as needed: Receive visitors, arrange refreshments, order and set up lunches.
•    IEC TC95/MT4 meeting arrangements and coordination.
•    As needed for committee meetings, provide editorial support for VPGM in reviewing committee documents (word, excel and Visio), keep track of comments and comment resolution spread sheets. Distribute documents to committee members.
•    Prepare presentations, spreadsheets, and reports as requested.
•    Assist and alert VPGM of deadlines, overdue items, workflow etc.
•    Keep contact names and numbers for various corporate services and help VPGM in getting support with appropriate person.
•    Communicate with VPGM while he is out of office and appraise him of any activities that need immediate attention.
•    Participate in meetings and projects, as needed.
•    Maintain files as required.
•    Distribute incoming mail.
•    Screen calls received for VPGM.  Route phone calls or take messages as needed.
•    Chair Business Unit’s Community Outreach Group.
•    Assist HR by providing help with planning and arranging company events.  
•    Assist HR as needed with coordination of quarterly Town Hall meetings.
•    Assist Marketing department with various aspects of the annual Beckwith Protection & Controls Seminar. (Hotel arrangements, vendors, set up, etc)
•    Assist Marketing department with business unit level trade shows/conferences including staffing, product and literature.
•    Oversee the CRM database to ensure opportunities are followed up on timely and provide reports to various regions of records needing attention.
•    Provide literature and give-a-ways to remote staff outside channel representatives.

What will help you thrive in this role?

Education

• Minimum High School Diploma, BA degree desired.
• Experience in Office Administration/Management desired.
• Experience with MS Office Suite required – Outlook, PowerPoint, Excel, and Word. Willing to learn Visio.
• Experience with Concur and SAP desired

Skills and Experience

• Ability to communicate effectively orally and in writing
• Ability to observe strict confidentiality in all aspects of services provided, disclosing information only on a need-to-know basis.
• Proven ability to show and demonstrate on a consistent basis, initiative, professionalism, drive for results, and knowledge within the organization.
• Excellent organization and problem-solving skills.
• Possess an engaging and approachable style for interaction with internal and external employees/customers.
• Ability to work independently
• Sound decision making skills and take necessary actions.
• Maintain composure during stressful situations.
• Manage multiple tasks simultaneously.
• Experienced with personal computer or other related equipment, as required.
• Ability to lift and move office supplies weighing up to 15 pounds.