Administrative Assistant, EVP International Sales

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Job Category: 
Santa Rosa, CA, United States


This is a part-time role responsible for various administrative duties to assist the Executive Vice President of International Sales, including work of a confidential nature. 


  • Coordinate Executive’s calendar and schedule appointments accordingly.
  • Arrange and coordinate travel itineraries including: flights, hotels, car services etc.
  • Arrange for Passports and Visas as needed
  • Screen Executive’s phone calls and tactfully handle inquiries and/or transfers calls to the appropriate party.
  • Compose, and prepare confidential correspondence, reports and other complex documents.
  • Arrange hospitality visits as requested by EVP
  • Concur expense input for EVP
  • Concur and JDE approvals for EVP
  • Organize all international global meetings by preparing the agenda, arranging for facilities, rooming lists, catering, audio/visual needs etc., while controlling the budget.
  • Liaison with and support International military broker including product offerings & pricing
  • Reconcile and pay military broker commission payments
  • Prepare expense accruals
  • Track salaries, increases & team bonuses
  • Process POs in JDE and pay invoices as needed
  • IT requests for new equipment/replacements for International team
  • New employee setup/equipment etc.
  • Process all business card requests
  • Update Organization chart and rosters
  • International Sales team support
  • Liaison with International Customer Service Department
  • Organize and maintain file system.
  • Other duties as assigned.


Essential Skills, Experience, and Education: 

  • High School diploma or equivalent required.
  • Three to five years related business administration experience, including a minimum of two years working with a Senior Executive.
  • JD Edwards, Business Intelligence and Diver experience preferred.
  • Advanced computer skills including MS Word, Excel and PowerPoint
  • Strong organizational skills.
  • Strong writing skills.

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