Executive Administrative Support

Administrative & Executive Support Specialist Position SummaryLESER USA is seeking a highly capable, self-sufficient Administrative & Executive Support Specialist to serve as the operational backbone of the leadership team. This is a broad, high-trust role supporting the President/CEO, VP Finance, VP Operations, and VP Sales in day-to-day executive functions, sales administration, finance reporting, and the operational execution of marketing activities.The ideal candidate is a proactive, detail-oriented professional who thrives in a cross-functional environment, communicates with confidence, and takes ownership without being told twice. This person will be the connective tissue between departments - ensuring the leadership team runs efficiently and nothing falls through the cracks.Key ResponsibilitiesExecutive & Administrative Support• Manage President's calendar, schedule appointments, and coordinate travel arrangements• Create and distribute company-wide communications and notifications on behalf of leadership• Serve as primary receptionist and liaison for visiting guests, German parent-company executives, and customers• Plan and coordinate internal events including off-site meetings, customer seminars, and the company Christmas party• Manage expense documentation and prepare expense reports for the President• Oversee the corporate apartment: mail, notices, cleanings, and key management• Maintain the office filing system, including rep contracts and training documentsSales Administration• Support the Field Sales Group with emails, customer notices, and communications on behalf of Sales Managers• Develop and enhance PowerPoint presentations for outside sales and local management• Create and distribute CRM reports; perform analysis on customer behavior and sales activity (SAP / web-based CRM)• Answer phones for the inside sales group and take messages as needed• Maintain Sales Rep contact lists, addresses, and related contact databases• Distribute IIR leads from the company's HQ to Sales Market Directors (SMDs) and distribute TPR reports• Provide administrative support for AML documentation and customer information formsFinance & Operations Support• Create and distribute business warehouse quotes, orders, and KPI reports• Generate and distribute TPR (Territory Performance Reports) to sales management• Purchase and stock food, beverages, and office supplies for all departments and the president's office• Save and organize training documents to the training file systemMarketing Operations (US Execution of Germany-Driven Strategy)• Execute annual price list and calendar mailings: manage Excel mailing lists, coordinate with rep network, ship via USPS• Maintain and update the company's Toolbox Online for Marketing (TOM) - manage users, products, and rep budgets• Maintain the company's email database; support US and DE email campaign execution• Coordinate trade show logistics: exhibitor contracts, booth setup, attendee travel, lead retrieval, post-show distribution• Manage literature inventory; reorder from Germany and reproduce locally as needed• Maintain the company's website update log and communicate changes to Germany• Support the company's social media (LinkedIn/Facebook) with territory-relevant content: trade show figures, approvals, customer wins• Provide marketing support to the company's sales representatives and SMDsJob RequirementsRequired• 3-5+ years of experience as an Administrative Assistant, Executive Assistant, Sales Administrator, or similar multi-function support role• Outstanding organizational and time management skills - able to manage competing priorities independently• Excellent verbal and written communication skills; polished and professional in all interactions• Advanced MS Office proficiency: Word, Excel, Outlook, PowerPoint• Familiarity with CRM applications (SAP CRM or similar web-based tools)• Discretion, confidentiality, and sound judgment in a professional environment• Bachelor's degree (BA/BS) preferred; equivalent experience consideredPreferred• Experience in a manufacturing, industrial, or technical sales environment• Exposure to DACH (German, Austrian, Swiss) corporate culture or international business environment• Knowledge of Adobe Creative Suite (Photoshop, InDesign, Illustrator) or basic HTML/CSS• Spanish language skills a plus• Self-starter mentality with a low need for supervision and a high sense of ownershipWhat We Offer• Competitive base salary commensurate with experience• Comprehensive benefits package including health, dental, vision, and 401(k)• Stable, professional work environment with strong German parent company backing• High-visibility role with direct access to leadership and real operational impactCollaborative team culture