JOB DESCRIPTION



Job Title: Administrative Assistant - Sales



Location: Vernon Hills, IL


Department: Rust-Oleum US Sales


Reports To: Vice President of Sales


Direct Reports/Manages others: No



Rust-Oleum Corporation is a worldwide leader in protective paints and coatings for both home and industry.

We offer a wide range of products including decorative fashion paints, durable industrial roof repair coatings and, of course, our famous rust-fighting formula that started it all.


Summary:

The Administrative Assistant - Sales provides administrative support to the VP of Sales, Hardware Channel and dotted line responsibility to the VP of Sales, Professional Channel and their departments.

This position requires confidentiality, initiative, and sound decision-making.

This position serves as department events planner as well as involved in customer event planning.




8:00 am - 5:00 pm Monday - Friday on-site in Vernon Hills.




The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic and efficient balance among multiple priorities.

The Assistant will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.




Responsibilities:

• Coordinate scheduling and calendar management, including agendas, mail, email, calls, travel arrangements, vendor management, and company events
• Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, transportation, and meal coordination
• Perform administrative and office support, such as typing, spreadsheet creation, and maintenance of filing system and database
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Responsible for event logistics for departmental events inclusive of budgeting, presenting event plan to executive staff and managing all day of event activities
• Negotiate with vendors on behalf of the company to ensure the best rates for all aspects of events with discretion based on budgetary restrictions and final sign off and approval from department
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the VPs, including those of a sensitive or confidential nature.
  
  Determines appropriate course of action, referral, or response
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Process invoices and payment of invoices
• Update and create organizational charts for annual Org review meetings.
  
  Curate and disseminate corporate communications for departments.
• Schedule interviews periodically
• Open and manage incoming and outgoing mail

• 1-2 years event planning experience
• 5-10 years related Admin/Exec Assistant experience
• Comfortable working in a rapidly changing, fast-paced environment
• Friendly and approachable, displays diplomacy and tact
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders
• Excellent written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment