Commercial Administrative Assistant

Reports to: Senior Director of HR

Position Location:  Company HQ in Suburban Philadelphia, PA


The Commercial Administrative Assistant will provide dedicated support to the Field Sales and Service Teams in different time zones across the United States from the Chadds Ford, PA office.  Responsibilities will include assisting withtravel arrangements, scheduling, expense reporting, and other general team and office support.


Areas of Responsibility:


  • Travel Support
  • Work closely with the Commercial Teams to determine travel support needs
  • Assist with domestic or international travel arrangements such as booking flights, cars, and hotel rooms
  • Act as the point person for Concur/Corporate Traveler system and train Commercial employees on proper usage
  • Partner with Commercial Team employees to ensure that all expenses are submitted in a timely manner
  • General Team & Office Support
  • Plan and arrange meetings and conference calls, ensuring appropriate technical arrangements are in place and all necessary information distributed to appropriate parties in advance
  • Troubleshoot and communicate potential calendar conflicts, prioritize inquiries and requests, make judgments and recommendations to ensure smooth day-to-day engagements
  • Plan and schedule conferences, training, or events with complicated itineraries
  • Respond to complex inquiries from all levels of employees or external sources
  • Provide ad hoc administrative support to entire organization as needed


Required Skills & Qualifications:

  • Bachelor’s Degree or equivalent experience
  • Minimum of 5+ years of Administrative Support experience, to include travel support
  • Excellent written and verbal communication skills with professional polish
  • Maintain complete confidentiality of all sensitive information and documentation
  • High level of customer service, attention to detail, and organization
  • Perform responsibilities in a fast-paced environment
  • Ability to manage time effectively without supervision and to organize, prioritize and deliver tasks and projects with a sense of urgency
  • Ability to work within the United States
  • Ability to work out of the Chadds Ford, PA office location

Preferred Qualifications:

  • Proficient in Microsoft Office suite including Microsoft Word, Excel, Outlook, and PowerPoint
  • Experience coordinating events with complex itineraries
  • Experience with Concur is helpful
  • Salesforce CRM proficiency a plus
  • Experience scheduling in different time zones


Key Relationships

Internal Interactions:

  • Members of the Commercial Teams
  • All employees, mostly with other Administrative Staff

External Interactions: 

  • Travel providers
  • Conference or event venues
  • Clients

Cultural, Behavioral and General Characteristics

  • Integrity
  • Collaborative
  • Work standards/high work ethic – initiative and drive
  • Innovativeness & creativity
  • Self-sufficient, self-driven, self-motivated (work with minimal supervision):  figure it out
  • Ability to think through complex issues and solve problems
  • Desire to share information and support a transparent culture



Job Type: Full Time
Job Location: Philadelphia Area

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