Category: Admin/HR/Accounting/Finance

Employment Type: Contract

Reference: BH-373164

ADMs award-winning Global Communications team creates and delivers the stories that bring to life our companys strategy, insights, capabilities and portfolio through audio/visual design, employee engagement, social media, public relations, and much more. We are looking for a collaborative, resourceful and detail-oriented person to perform a variety of administrative duties for the team, with specific emphasis on support for purchasing, event planning and internal processes.

Responsibilities
Potential responsibilities may include, but are not limited to:

Invoice and Purchase Order Management
* Review supplier documentation, create purchase orders and manage invoices promptly and accurately. As needed, process manual invoices and submit expedited payment requests.
* Maintain organized records within team financial tracking tools, as well as supplier relationship records, and create reports as needed.
* Liaise with suppliers and internal departments to resolve any discrepancies or issues related to invoices and payments. Includes new supplier onboarding into purchasing platform.

Event Planning Support
* Work with business leads to manage small-event registrations, including processing payments, show services orders, Certificate of Insurance (COI)/Commercial General Liability Insurance (CGL), communicating with attendees and event organizers.
* Coordinate hotel room bookings for stakeholders attending events, ensuring timely reservations and accurate information.
* Manage badge registration process for events, handling registration requests efficiently and accurately.
* Communicate with event organizers and stakeholders to gather necessary information and ensure smooth registration and accommodation processes.

Exceptional Service and Communication
* Provide exceptional client service, addressing concerns and inquiries with professionalism and efficiency.
* Follow up diligently on owned and assigned tasks, invoices, and requests to ensure timely resolution.
* Maintain open lines of communication with internal teams, vendors, and stakeholders, providing proactive updates and responding promptly to inquiries.

Sponsorship Program and Team Administration
* Shepherd sponsorship requests through appropriate reviews in online system, provide guidance to colleagues on appropriate procedures, respond to stakeholder needs, prepare reports, and maintain related resources.
* Prepare and follow-up on materials and reports for ongoing team processes, such as weekly database submissions tracking, entry and follow-up; and monthly meeting and quarterly report information gathering and follow-up.
* Assist team leaders and members with preparing documentation, reports and filing, as well as with travel, scheduling and in-person meeting planning, as requested.

We're Looking for Someone Who:
* Has organizational savvy, can maintain confidentiality and is good navigating people and priorities.
* Is a hands-on problem solver that is resourceful and proactive, with a continuous improvement mindset and a positive attitude.
* Is excellent at listening, organizational and time management skills with an attention to detail and follow-up.
* Is mature, has a professional demeanor and personal discretion to interact with business leaders.
* Possesses independent decision-making and problem-solving skills with the ability to develop solutions in a logical and systematic way.
* Has excellent communication and listening skills, with emphasis on writing succinctly and effectively.

Qualifications:
* Prior office experience, including at least 2 years of administrative assistant experience; Associates or higher degree preferred
* Strong organizational skills with the ability to manage multiple tasks simultaneously.
* Excellent attention to detail and accuracy in data entry and record-keeping.
* Exceptional communication skills, both written and verbal.
* Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint, Teams and SharePoint), as well as other applications within a Windows-based environment.
* Experience with Coupa and Adobe products, a plus.
* Ability to work effectively both independently and as part of a team.
* Prior experience in event coordination or hospitality management is a plus.
* Demonstrated commitment to providing high-quality client service.

Note: Any pay ranges displayed are estimations. Actual pay is determined by an applicant's experience, technical expertise, and other qualifications as listed in the job description. All qualified applicants are welcome to apply.

Yoh, a Day & Zimmermann company, is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Visit https://www.yoh.com/applicants-with-disabilities to contact us if you are an individual with a disability and require accommodation in the application process.