• Administrative Assistant - Sales

    Location US-PA-Pittsburgh
    Posted Date 4 weeks ago(12/20/2018 1:00 PM)
    Job ID
    # Positions
  • Overview





    GES, Global Experience Specialists, is a global event marketing company with over 90 years and 4,000 passionate employees in North America, Europe and the Middle East. We create some of the most incredible events in the world – think traveling entertainment exhibitions, global user groups, sales conferences, holiday extravaganzas and exhibitions of all sizes. From initial strategy to show-stopping audio visual, accommodations to insightful measurement – and every detail in between – we bring brands to life!


    Our mission is to create memorable event experiences, and we count on our talented employees around the world help us do it. We are looking for team members who can dream up the impossible and deliver it.


    Wow I Didn’t Know GES Did That:

    The Administrative Assistant provides sales/administrative support to the Vice President Client Relations, the Director of Human Resources, and the sales staff.  This position is responsible for day to day overall office operation which includes directing and coordinating office services and related activities.    Duties performed range from a low to high degree of complexity and require flexibility and willingness to perform at these multiple task levels.


    • Front desk responsibility, includes greeting employees and guests cordially, providing entrance to office through buzzer/security system; accepting and routing deliveries, maintaining the security system, daily mail, and shipping requests for the Pittsburgh Team.
    • Screens/routes incoming calls, faxes and correspondence responding independently when possible.
    • Organizes programs, conferences, sales meetings and client and company events by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget. This includes developing positive relationships with outside vendors acting in a professional meeting planner capacity as a representative of the management level of GES.
    • Composes and prepares confidential correspondence, reports, and other complex documents using Word, Excel and PowerPoint. Will require some use of Visio for maintaining org charts.  Experience with Visio is not required.
    • Assists in developing high end written sales PowerPoint presentations and Excel reports for the Pittsburgh Sales team. Intermediate to advanced PowerPoint skill are required for this position.
    • Manages the Pittsburgh Sales team’s calendars, schedules appointments.
    • Maintains and distributes divisional contact lists.
    • Orders and maintains office supplies, apparel, worker badges, business cards and the like for the Pittsburgh Sales Team and Design Team, creating purchase orders and check requests.
    • Monitor and maintain divisional T&E budgets.
    • Run reports and help manage sales forecast and Sales Force updates on a monthly basis.
    • Arranges complex and detailed travel arrangements and itineraries.
    • Reconciles staff’s corporate credit card accounts and prepares and submits expense reports.
    • Provides assistance and support  for client projects and other duties to all members of the Pittsburgh office, as well as assisting other departments on special projects as directed by the Vice President Client Relations
    • Assist in the New Hire process by setting up interview schedules, travel arrangements, preparing work space, ordering computers, phones, badges, apparel, and company credit cards, familiarizing new employees with the work environment.
    • Works with Director, Human Resources on confidential HR projects including, organizational charts, HR forms/documents.  Provides administrative support as requested to Director, HR.
    • Maintains office, including kitchen, and acts as liaison with the building management, security, maintenance and cleaning staff, arranging for maintenance and repairs as needed.
    • Maintains office equipment-copiers (including restocking paper as needed), laptops, phone system and work with IT as needed, arrange for maintenance and repairs as needed.
    • Cultivates and maintains positive and professional relationships with GES executive management team, GES personnel, Viad Corporate management and support staff and clients.
    • Acts as local liaison to GES National Marketing Department, IT Department, and others.
    • Maintains confidentiality of all corporate, personnel and research matters.
    • Plan, prepare and execute office functions/activities including pick up of items, set-up and clean up following events.


    To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

    • Problem solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
    • Interpersonal skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
    • Oral communication—the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
    • Written communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
    • Planning and organizing—the individual prioritizes and plans work activities and uses time efficiently.
    • Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
    • Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
    • Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
    • Safety and security—the individual observes safety and security procedure and uses equipment and materials properly.



    • Bachelor’s degree or equivalent experience.
    • Previous administrative or office management experience.
    • Professional appearance and manner.
    • Must be a self starter with a cooperative attitude and work well with others.
    • Proficiency in Microsoft Word, Excel, PowerPoint, and be familiar with the Internet.
    • Experience with a plus
    • Ability to maintain highly confidential and detailed material.
    • Ability to work independently, be flexible, prioritize work and manage time efficiently in a fast-paced environment to meet deadlines.
    • Well developed interpersonal verbal and written communications

    Work Environment

    • Ability to sit for extended periods of time in an office chair at a reception desk utilizing office equipment.
    • Ability to work at a reception desk, work station, conference table or in a meeting of various configurations
    • While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone, use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms.

    Our team members are our family, so we help our team members care for their families. The rewards of joining GES are extensive. We offer a comprehensive benefits package to all full-time employees. Here are some of the highlights:

    • Competitive salaries
    • 401K with company match
    • Healthcare/vision/dental insurance
    • Wellness benefits
    • Career development program
    • Tuition reimbursement program
    • Employee assistance program
    • Vacation time
    • Community involvement opportunities
    • Team activities

    And much more……





    EEO Information

    Equal Opportunity Employer, including vets and disability.


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