Administrative Assistant

Main function is to support internal and external teams in the completion of special projects through workflow management. Projects can be on an ongoing basis or one off development. Additionally, this position will ensure the completion of internal processes and tasks related to purchasing, reporting and systems administration.

The Administrative Assistant role at ImageSeller will:

• Act as the lead project manager on specific projects through our internal project tracking system.
• Carefully and accurately manage the input of large data files, invoicing, and detail heavy processes/files.
• Utilize the Great Plains database to generate purchase orders, reporting and field questions.
• Work cross functionally with Clients, Account Management Teams, Accounting, and Product Development teams to move projects/items through work flow processes in a timely manner with a heavy sense of integrity and urgency.
• Be an open-minded team player who is forward thinking and an exceptional communicator.

Key Competencies

Communication

• Must be a strong communicator and presenter, able to present and articulate project details and timelines in order to meet deadlines.
• Strong problem solver – able to utilize internal and external resources to seek out the best/most efficient solutions for our internal and external use.
• Ability to direct and manage both internal staff and third party partners
• Ability to comply reporting (both consistent and one-off requests) for a number of agency clients

Organized/Detail Oriented

• Must be able to organize and manage multiple projects at one time.
• Capable of prioritizing projects and timelines for multiple clients.             
• Able to manage short and long deadlines- ensuring each step of the process is completed.
• Strong work-flow/process orientation – able to see the big picture and plan accordingly

Additional Responsibilities

• Manage communication with third party warehouse
• Manage and administer RFP purchasing and overflow purchasing
• Act as the customer service back-up
• Handle office administrative duties
• Review and submit compliance documents

Qualifications

• 1-3 years Project Management Experience
• High degree of organization and attention to detail
• Ability to manage multiple tasks simultaneously and meet strict deadlines
• Proactive Problem Solver
• Excellent Communication and Interpersonal Skills
• Working Knowledge/Intermediate Skills with: Microsoft Office Applications
• Bachelors degree preferred