Admin Operations Assistant

The Administrative Assistant will manage the day-to-day administrative duties for the New York and Nashville offices, as well as oversee multiple areas of operational responsibility. This role will begin as part time and have the potential to move full time.

The ideal candidate is an energetic, detailed, multitasker, able to pivot between varying tasks and projects, without loss of detail or quality. The Administrative Assistant must be extremely comfortable with technology, self-motivated, and have the ability to work with minimum supervision. This position requires a proactive focus and will play a key role in the executive team’s success.

The successful candidate for this position must be/have:

·         Forward thinking, with the ability to anticipate needs and prepare for multiple outcomes.

·         Sense of urgency and able to apply risk-based approach to prioritize work.

·         Detailed orientation to ensure quality standards are met without impairing workflow.

·         Exceptional in building and maintaining client relationships - both internal and external facing.

·         Highly motivated, with a positive attitude, willing to learn and initiate new and improved processes where needed.

·         An adaptable, flexible problem solver.

·         A consummate Team Player, also willing to work independently.

·         Desire to take ownership and hold themselves and others accountable for delivering results that matter.

Responsibilities:

Priority Focus

·         Proactively manage administrative duties, and other areas that report to President and providing support, analysis, and service, to increase productivity throughout the organization. Taking ownership of key areas and managing those areas with limited guidance and direction.

·         Manage the event process, workflow, team, and other moving parts in an organized and efficient manner. Ensuring successful execution and communication throughout.

·         Seen as a primary point of contact for internal and external teams

Administration Duties

·         Administrative duties in support of executive leadership, including but not limited to; calendar management, travel arrangements, meeting planning and preparation, professional correspondence, creating presentations, and other support required of executive leadership.

·         Manage vendor relationships, budgets, and scheduling.

·         Perform general HR support under the direction and guidance of the HR Director

·         Oversee multiple general operational functions within the organization.

·         General administrative back-up support as required.

·         Partner with IT and Facilities to provide support as necessary.

·        Facilitate with Finance on invoicing and support.

Event Management

·         Act as project manager for event workflow, both virtual and live, to ensure successful event execution.

·         Manage each event from request to execution, organizing all team members, and event logistics, to ensure timely delivery of each step within the process.

·         Partnering with HR to manage internal communications with the team, ensuring details are up to date and accurate.

·         Assess specific needs to determine appropriate location, food service, setup, rental or décor items, and any special requests or necessary support to ensure excellent event execution.

·         2-5 years of experience in Administration, Data Entry, Sales, Marketing and/or Events

·         Expert knowledge Microsoft office suite including Outlook, Word, Excel, and PowerPoint, required

·         Strong verbal and written communication skills

·         Strong organization and time management skills

·         Experience in the field of finance, preferred

·         Knowledge of Salesforce CRM, preferred

Join Infopro Digital and become a Key Player in our Team!

With exciting job opportunities worldwide, Infopro Digital opens up a vast universe of professional challenges. Joining our group means plunging into the heart of stimulating collaborations within multidisciplinary teams.

You'll be contributing to a variety of projects, while developing your skills and reaching new levels of expertise.

❖ A professional development environment with support from management and tailored internal and external training.
❖ Competitive salary and benefits, including:

• 20 Vacation Days (rising to 25 days)
• 5 Paid Sick Days
• 11 Paid Company Holidays
• Medical, Dental & Vision Insurance (including life insurance)
• 401k Plan Plus Match
• Flexible Spending Account (FSA)
• Short-term and Long-term Disability
• Employee Assistance Program
• Flexible Working
• Office Gym Membership
• Bonusly Employee Recognition
• Employee Referral Scheme

Our foundations and values:

At Infopro Digital, we are driven by core values such as entrepreneurial spirit, constant customer focus, promoting diversity, striving for significant impact, and a collaborative culture. By joining us, you become part of a dynamic community that embraces these values daily, shaping the future with passion and commitment.

Diversity is one of our core values. We are convinced that our teams, drawn from all backgrounds and with diverse experiences, are one of the key drivers of our success. The Group is committed to a policy of equal opportunities and inclusion, from recruitment to career development, and we strive to provide an equitable working environment to promote the well-being of our teams.

Who are we?

Infopro Digital is a B2B group specializing in information and technology. With a presence in 18 countries, the group has 4,000 employees of 55 nationalities.

Infopro Digital connects professional communities.

Our brands are leaders in five key economic sectors: construction and public sector, automotive, industry, risk & insurance, and retail.

With our solutions, our customers make informed decisions and companies develop their business and sustainable performance.

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