Administrative Assistant, Sales Administration / Finance - (US-NY-NYC )

Minimum Education: Tech School
Job Type: Full Time
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Provide administrative support to the Vice President of Sales, Vice President of Finance and the Executive Director of Sales Administration.

Plan and schedule travel itineraries. Coordinate plans with Field Sales Force and respective retailers.
Plan and schedule travel itineraries for Guides and those in the Field without travel profiles.
Schedule all New York Regional Sales Meetings and Retailer meetings. Prepare agenda, assemble books &/or handouts. Reserve conference rooms, arrange catering, and assist in set-up and serving. Make hotel accommodations for field as required. Prepare goodie bags.
Arrange monthly conference calls with members of the field sales force.
Answer and route telephone calls. Relay accurate messages to executives (via voicemail when executive is traveling).
Schedule appointments and maintain calendars in Outlook.
Schedule and maintain Origins 38th Floor conference room calendar.
Prepare, file and distribute correspondence, statistical/financial information and sales reports.
Correspond with legal, corporate store design and retailers to prepare, file and distribute Letters of Intent, Opening Letters and LOA¿s.
Assist in the preparation, approval and distribution of commentary for upper management meetings with retailers and store/market visits.
Interface with Retailers, all Origins departments and field to accomplish tasks.
Prepare and execute all mailings to field personnel. Maintain weekly mail cart and address labels for the weekly mailing.
Maintain all voicemail, e-mail and field distribution lists. Distribute revised field address and phone number lists.
Prepare letters and check requisitions for charitable donations and order gifts for Field life change events (weddings, new babies etc.).
Maintain reports: ¿Who¿s Who,¿ and Products Issues.
Develop and schedule new account executive orientation itinerary.
Receive, approve and process all Field Supply Order forms (return authorization, DBR¿s, etc.).
Prepare and process all field no-charge orders.
Compile, compose and disseminate the Weekly Bulletin via the Origins intranet.
Prepare PO¿s for all goods and services using the Oracle web based system. Utilize the Web Invoicing system to process bills for payment.
Prepare and process expense reports using Gelco; prepare and process expense reports for Corporate Meeting Card using AMEX Reconciliation Tool.

Skills:
Position requires 3+ years secretarial/administrative experience in a corporate environment.
Must be proficient in Microsoft Word, Excel, Access and PowerPoint.
Must be detail oriented and extremely organized.
Must be able to communicate effectively (written and verbal).

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