Sales Executive Assistant

2 months ago

Philadelphia, United States Leonardo Full time

Leonardo Helicopters is a multinational company, producing helicopters deployed in more than 150 countries across the globe. Leonardo Helicopters’ U.S. headquarters has been in Philadelphia since 1980 and is home to a world-class production facility, maintenance center, training academy and stellar engineering team. We offer competitive compensation, exceptional benefits with a free healthcare option, 401k match, generous paid time off and much more

Summary:

The Sales Executive Assistant, is an organized, proactive, and detail-oriented person to the Senior Vice President (SVP) and Vice President (VP) accountable for efficient operations within the executive office: responsible for providing high-level administrative support to executives, managing their schedules, communications, acting as a liaison between the executives and other stakeholders (clients, other dept. company executives, the Sales team and other departments), supervises staff, prepares reports, helps coordinate and direct the Sales team and managing various projects, allowing the SVP and VP to focus on strategic initiatives. As a secondary duty, the Sales Executive Assistant act as an Assistant to the Sales & Marketing team (Sales, Marketing, B&P, Contracts).

Leonardo Helicopters (division of Leonardo Spa) is a worldwide player with many sites and offices around the world and Headquarter in Europe (Italy, UK and Poland). Sales Executive Assistant is required also to interact and coordinate with other geographies.

Responsibilities:

Document and Correspondence Management:

• Ensure the accuracy, efficiency, and timely delivery of all typed, copied, and distributed materials for the SVP and VP.

• Maintain confidentiality for all sensitive materials, ensuring they are properly marked and handled accordingly.

• Maintain well-organized files and records of correspondence, messages, and documents, with easy retrieval for reference and audit purposes.

Agenda and Calendar Management:

• Develop, organize, and maintain the SVP and VP’s calendars, scheduling important meetings, events, and engagements in coordination with relevant departments.

• Proactively notify the SVP and VP of upcoming events, deadlines, and commitments, ensuring preparation time for each engagement.

• Adjust scheduling as needed to prioritize urgent matters and reallocate time for less critical activities.

Contacts and Communications Management:

• Serve as the primary gatekeeper for all incoming calls, emails, and correspondence, prioritizing inquiries and handling routine matters independently.

• Manage and update the SVP and VP’s contacts database, ensuring all contact details are current and organized for quick access.

• Prepare briefing documents for key meetings, providing summaries and background on participants and objectives as necessary.

Cost Control and Expense Management: Monitor and manage the department’s administrative costs, ensuring all expenses align with budget guidelines.

• Prepare, track, and submit expense reports for the SVP, VP, and team in accordance with company policy, ensuring accurate documentation and timely reimbursement.

• Assist with budget reporting and data entry, helping the department meet financial objectives.

Travel and expense reports, Coordination and Reporting:

• Arrange all travel and accommodation for the SVP, VP, and other department members according to corporate travel policy, ensuring efficient itinerary planning.

• Coordinate logistics for meetings, including location arrangements, technology needs, catering, and related travel needs.

• Prepare detailed travel agendas, including contact information, directions, and per-read materials, and process travel expenses and reports on Concur for timely submission and reimbursement.

• Acta as delegate for SVP and VP on team travel and expense report assessment and approvals

Office Operations and Supplies Management (acts as Office Manager for 2nd floor), including but not limited to:

• conference room management, catering support, office organization (seating offices cubicles), post & mail POC, distribution of mail; marketing closet oversight & organization, liaison with Facilities for services

• Manage office supplies for the department, coordinating orders and maintaining inventory levels to support seamless daily operations.

• Perform overflow work and special projects as assigned, adjusting priorities to assist the SVP and VP in meeting department goals.

Invoice and Payroll Administration:

• Oversee the LucyStar workflow to manage and track invoices, ensuring they are addressed promptly and accurately for payment.

• Process E-time payroll submissions, ensuring timely and accurate payroll processing for department staff.

• Manage the end-to-end process for department invoices, verifying accuracy, liaising with relevant departments for approvals, and following up to ensure on-time payment.

Reporting and Process Improvement:

• Develop and maintain periodic administrative reports, including monthly activity summaries, expense tracking, and cost analysis.

• Propose process improvements and administrative efficiencies to optimize the SVP and VP’s workflow and enhance productivity across the department.

Education:

Bachelor's degree or equivalent work experience

Experience:

Minimum of 10 years of experience as department Assistant, of which at least 5 years as an Executive Assistant supporting senior-level executives

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