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Executive Coordinator/Sales Support - Full Time

Universal Cargo - Los Angeles, CA


Posted on 10/12/20 (Ref: )

Executive Coordinator/Sales Support - Los Angeles, CA - Universal Cargo


Executive Coordinator/Sales Support



Reports To: President

Mission Statement


To support the Executive Leadership and Sales department by maintaining an organized environment and executing tasks in a timely manner.

Duties/Responsibilities

  • Greet visitors to the office and keep a diligent visitors log.
  • Learn and become the super user of TPX Communications. Our VOIP phone system. Answer phones, transfer calls to appropriate personnel and assist staff with TPX matters.
  • Mail and package distribution and preparation.
  • Update Google Master Calendars (Conference Room, Vacation, Trade Show)
  • Maintain the Executive Leadership's calendar of events and attend meetings to take meeting minutes
  • Anticipate, understand, and respond to the needs of internal and external customers to meet or exceed their expectations within the organizational parameters.
  • Coordinate travel arrangements for the company with Executive Leadership's approval
  • Keep Employee Info spreadsheet accurate and up to date.
  • Maintain office supplies and printers.
  • Order lunch, birthday cakes and make arrangements for events/meetings.
  • Performs administrative and office support for multiple supervisors with a variety of management styles
  • Works with other department team leads as necessary.
  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.
  • Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains policies when necessary.
  • Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations
  • Enhances department and company reputation by accepting ownership when accomplishing new and different requests. Explore opportunities to improve and add value to the position.
  • Perform other duties as assigned.
  • Mail and package preparation for personal items, as needed.
  • Update & maintain personal calendars for CEO/PRESIDENT and send reminders.
  • Coordinate personal as well as business travel arrangements for CEO/President and maintain copies of itineraries, (hotel, airlines, AirBnB, restaurant reservations, events, etc.) and provide reminders and any other additional details applicable to their travels and plans.
  • Perform Sales Support tasks in a separate Job Description.
  • A desire & willingness to learn and grow and gain as much knowledge and experience about our industry as well as anticipating and meeting the needs of the CEO/President and the various tasks outlined above. Embrace and live out the company mission statement and core C.A.R.E. values.

Qualifications

  • Interpersonal communication, verbally and in writing, with a diverse range of people including the proper handling of emotional situations. Some knowledge of our industry helpful but not mandatory.
  • Ability to be flexible & teachable.
  • Trustworthy with sensitive and confidential material.
  • Must be able to quickly and efficiently complete job assignments while multi-tasking.
  • Administrative and organizational skills.
  • Technologically savvy.
  • Willingness to continue education & training in job related issues and areas of personal growth.
  • College degree preferred.
  • Must submit to a background check.

Who will Succeed in this Position

  • An organized person with:
    • A good memory and attention to detail
    • Excellent verbal and written communication
    • Proactive thinking and problem solving
    • Customer service centric mindset
  • One who enjoys solving problems
  • One who responds quickly to inquires
  • One who is coachable and enjoys learning
  • One who enjoys and works well with others
  • One who is really good with technology including Excel, Outlook, Word, etc…

Apply Below

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