Department Administrator & Events Planner

Administrative Functions:

• Perform standard, advanced and confidential administrative duties for Vice President, WW Marketing & Service, requiring broad experience, skill and knowledge of the organizations policies and practices
• Finalize and circulate internal department communications such as Marketing Information, Service Information, Breaking News and other communications as appropriate
• Manage purchase orders and maintain Finance Asset inventory and Computer Asset inventory
• Organize and support the onboarding of new hires
• Responsible for the maintenance of department contracts, vendor agreements and third-party service provider agreements.
• Maintain and update the department training program.
• Ensure compliance of the marketing processes with the Company Code of Ethics and with Laws and Regulations.
• Manage office and cube assignments and cube size relating to expansions and reconfigurations and new hire requirements

Events Planning Functions:

• Plans and coordinates local and global department events, including: logistics, venue planning and selection, attendee registration and tracking, materials support
• Procures and coordinates vendor services. Coordinates facility/exhibit set-up, equipment and catering requirements. Provides on-site event support, as needed
• Provide travel assistance to department members for select events

Budget managed (if applicable)

• Department Meetings and Events Budget(s)

Internal Networking/Key relationships

• Executive Administration Team
• Facilities
• Legal and Compliance
• Quality and Regulatory

Skills & Capabilities: 

• Strong communication skills and professional demeanor. Excellent level of business acumen as exhibited in solid decision making capabilities. Self-assurance and presence to interact with all levels both inside and outside the organization.
• Capable of representing the company with vendors and outside consultants
• Excellent planning and organizational skills.
• Integrity and the ability to maintain the highest level of confidentiality.
• Advanced computer literacy in pc software including Microsoft Excel, Word and PowerPoint.
• Team player with willingness to jump in and assist where needed.

Education: Bachelor's Degree preferred (Liberal Arts or Business focus)

Experience: 

• Minimum 5 years’ experience providing executive level administrative support
• Minimum of 5 years’ experience coordinating and managing large meetings and events
• Experience managing projects of varying scope and size. Exhibited ability to initiate problem solving and to engage resources as appropriate to accomplish goals.
• Experience managing capital budgets

Additional Skills/Knowledge:

• Language: Fluency in English required

International Mobility:

• Required: No

Travel requirements:

• No travel required