Team Assistant

Exton, PA (Highly preferred), Philadelphia, PA, New York, NY, USA

As a key member of the Client, Distribution and Marketing Americas organization, you will provide dedicated administrative support to the department leadership team, ensuring smooth day-to-day operations and enabling them to focus on strategic priorities. Your robust organizational skills and attention to detail will be vital in managing travel, vendor payments, expense reporting, and a variety of ad hoc administrative tasks.

You will be a proactive team player, maintaining high standards of professionalism and confidentiality while supporting the leadership team.

What will your essential responsibilities include?

• Expense & Invoice Processing:
  • Coordinate invoice processing and vendor payments for marketing events, sponsor ships and other external activities. Support related budget tracking.
  • Track and reconcile expenses, ensuring compliance with company policies.
  • Prepare, review, and submit expense reports for the leadership team and other team members.
• Travel & Logistics Management:
  • Coordinate complex travel arrangements including flights, hotels, transportation, and dining reservations.
  • Prepare detailed travel itineraries and ensure all logistical details are aligned.
• Administrative Support:
  • Manage calendars, schedule meetings, and coordinate logistics for internal and external engagements.
  • Prepare and distribute meeting agendas, materials, and follow-up items.
• Take meeting minutes, draft summaries, and track action items.
• Ad Hoc Tasks & Special Projects:
  • Support the team with various administrative projects, including preparing presentations, reports, and communications.
  • Assist with event planning and coordination for team meetings, town halls, and off-site gatherings.
• Stakeholder Interaction:
  • Act as a point of contact for internal and external stakeholders, fostering positive relationships and ensuring timely communication.
• Reporting & Documentation:
  • Maintain organized files and documentation, ensuring easy retrieval and accuracy.
  • Support with reporting and data entry as needed.

You will report to the Head of Marketing, Americas.

We’re looking for someone who has these abilities and skills:

• Robust organizational skills with the ability to prioritize and manage multiple tasks efficiently.
• Experience managing travel arrangements, vendor payments, expense reports, and general budgeting and administrative functions.
• Excellent communication skills, both written and verbal, with a professional demeanor.
• Proactive mindset, able to anticipate needs and abel to work with minimal supervision.
• High level of discretion and confidentiality handling sensitive information.
• Tech-savvy with proficiency in Microsoft Office Suite (Outlook