Administrative Assistant

Position Summary

The Administrative Assistant will provide essential support across sales, marketing, and purchasing departments. This role will allocate approximately 75% of its efforts to sales and marketing tasks, driving project coordination and client engagement, and 25% to purchasing support, assisting with procurement processes. The ideal candidate will help manage ongoing projects, prepare for upcoming initiatives, and ensure seamless administrative operations in a fast-paced environment.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

 Sales and Marketing (75%)

• Coordinate project schedules, meetings, and deadlines for sales and marketing campaigns, ensuring timely execution of ongoing and future projects.
• Prepare and distribute sales proposals, marketing materials, and client correspondence, maintaining high accuracy and professionalism.
• Manage calendars, schedule client meetings, and arrange travel for the sales and marketing teams.
• Track project progress, update stakeholders, and compile reports to support strategic planning and client presentations.
• Assist in organizing trade shows, promotional events, and marketing initiatives to boost brand visibility.
• Respond to client inquiries and follow up on leads to support sales efforts.

Purchasing (25%)

• Support the purchasing manager by scheduling supplier meetings, tracking purchase orders, and maintaining vendor communication records.
• Assist in preparing documentation and gathering quotes for procurement needs.
• Perform data entry and update inventory or purchasing spreadsheets to ensure accurate records.
• Help coordinate logistics for incoming supplies, supporting project timelines and operational efficiency.

General Administrative Duties

• Maintain organized filing systems for project documents, contracts, and marketing assets.
• Provide customer service support for customer concerns, returns, and general questions.
• Order office supplies and manage administrative expenses related to sales, marketing, and purchasing activities.
• Provide ad-hoc support for special projects, adapting to evolving business needs and priorities.

Supervisory Responsibilities:

• No supervisory duties

Minimum Qualifications (Knowledge, Skills, and Abilities)

• 1-3 years of administrative or clerical experience, preferably with exposure to sales, marketing, or purchasing environments.
• Strong organizational skills with the ability to multitask and manage multiple projects simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management tools.
• Excellent communication and interpersonal skills for interacting with clients, vendors, and team members.
• Ability to work independently and collaboratively in a fast-paced setting.

Education and Experience:

• High school diploma required; associate or bachelor’s degree in business a