IMN is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will work directly with C-level executives and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced environment. This is an excellent opportunity to join a growing company.
Assist with coordinating executive communications, including taking calls, responding to emails and interfacing with clients
Prepare internal and external corporate documents for team members and industry partners
Schedule meetings and appointments and manage travel itineraries
Arrange corporate events to take place outside of the work place, such client events, and staff retreats
Maintain an organized filing system of paper and electronic documents
Develop and sustain a level of professionalism among staff and clientele
Account Support (for President as required)
Build meeting specifications and RFP’s based on client requirements and history
Manage leads (Request for Proposals) in cvent
Handle supplier inquiries on lead status and follow up on all leads with industry suppliers to ensure a quick response for the client (typically three days, although times vary)
Produce, edit and deliver options reports to Account Lead for review
Work with destinations and hotels to arrange site visits for client and Account Lead. Create site visit itinerary to be shared with client, CVB and hotels
Administratively build hotel contract based on negotiations completed by Account Lead.
Produce and submit weekly pace reports via spreadsheet format
Collect final hotel pick-up reports, food & beverage history and AV/Internet usage report. Submit final pickup to accounting for commission invoicing
Maintain running history reports
Database & Internal Support
Ensure all account data is entered into IMN Database in a timely and efficient manner and according to established SOP’s.
Create and maintain client account folders, electronic and paper.
Enter initial meeting information on Account Lead’s working report.
Enter hotel pick-up and final hotel pick-up in the IMN database.
Support office by covering phones during lunch and other scheduled breaks.
Qualifications & Skills
Minimum of 4+ years of experience as an Executive Assistant reporting directly to senior management
Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software including Microsoft Sharepoint and Cvent
Proficiency in collaboration and delegation of duties
Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
Exceptional interpersonal skills
Friendly and professional demeanor
Teamwork & Relationship Building
Advocacy and Innovation
Confidence & Agility
About IMN Solutions
IMN Solutions is a full service global company dedicated to the success of its clients and industry partners by providing exceptional association and meetings management services. Our vision is to be the leading advocate and essential partner for our clients and industry associates through our global network. Leverage the Power of the Network and benefit from access to industry leading association and event management experts, engagement in a professional community comprised of over a thousand association and event executives and by putting our volume buying power to work for you