Provide administrative support to the Vice President of Sales and marketing for Livestock, Poultry management staff, and the livestock event team. This position requires a proactive approach, anticipating the needs of the livestock leadership team and independently performing administrative support duties.
| Responsibilities and Key Duties: |
General Administrative Support
-Create and modify documents such as reports, memos, letters
-Process invoices, purchase orders and expense reports (Coupa/Concur) & Monthly Reports
-Format and finalize new and/or revised forms, and new and/or revised SOP’s
-Prepare and distribute meeting minutes as requested
-Assist with processing contracts
-Work with vendors from initial contact to final payment
-Organize and track calendar for senior leadership staff (Microsoft)
-Support senior staff in ad hoc projects and meeting deadlines
-Organize and order supplies for department
Meeting and Event Management for Livestock
-Facilitate meeting set-up, internal or at an external location, including, but not limited to arrange furniture configuration of room, prepare agenda, coordinate presentations, coordinate video conferencing, coordinate snacks, drinks and/or meals
-Coordinate meetings/events with internal staff and external attendees, including monitoring and updated Outlook calendars
-Coordinate travel arrangements for staff and visitors as necessary, including but not limited to registration, processing payments, lodging, flights, rental car, car service, travel agency
-Facilitate event tools: manage invites, propose ready-to-use templates, prepare pre-event tools, and coordinate post-meeting follow-ups
-Coordinate company apparel and swag between vendors, approvers and end user
-Opportunity to support and maintain Livestock website
-Support with convention and expos as needed
Communication Support/Training
-Maintain information flow within Livestock Sales & Marketing Team, between other departments and/or campuses
-Coordinate and maintain information for new employees as well as set up trainings
-Maintain up-to-date organization charts and contact information
-Work with Administrative Assistants & Zone Executive Assistant to coordinate training, conference room usage, etc.
-Responsible for maintaining and updating customer address book in JDE and Omnis 360 (SalesForce) in collaboration with Marketing Director, Customer Service and Sales Team.
·Shape solutions out of complexity
·Client focus
·Collaborate with empathy
·Engage and develop
·Drive ambition and accountability
·Influence others
| Technical / Functional Competencies: |
-Easy verbal communication and good written skills
-Capacity to define priorities and manage workload accordingly
-Ability to connect with people: manage and update information board, facilitate meetings, share internal news, build and use internal network to play a key role in communication between teams and team members
-Understand the routine administrative process of the department, have knowledge about the main organization and roles, inside sales, marketing, and customer service
-Master field-related tasks of support technology
-Mastery of software tools or willingness to learn software tools (Concur, Word Press, Coupa, additional as needed by staff)
-Mastery of Microsoft 365 (Outlook, Teams, PowerPoint)
-Organize and process end-to-end documentation of data with consistency and reliability
-Capacity to train others
Education – High School Diploma or equivalent, some college preferred
Work Experience – Minimum three (3) years experience in general office responsibilities and procedures, with executive-level administrative experience preferred
-Bending
-Standing
-Occasional lifting (approx. 25 lbs)
-Visual inspection
-Verbal communication
-Able to read, write and communicate in English
-5% of travel required for some meetings and conferences
ThiThis job description is intended to convey information essential to understanding the scope of the job and general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, duties and responsibilities or working conditions associated with the job. This job description is not an employment contract. Ceva reserves the right to modify job duties and/or job descriptions at any time to meet the needs of the business.
*VEVRAA Federal Contractor
**Ceva is an equal opportunity employer and all qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, age, genetic information, actual or perceived sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by law. Ceva encourages men and women, members of all racial and ethnic groups, individuals with disabilities and veterans to apply.
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