Sales Operations and Administrative Specialist - Keystone Technologies Inc

*Please note this position would require working in person/onsite at our office in Lansdale, PA. Please do not apply unless you are local to Lansdale, PA and are able to work onsite Monday-Friday.*

The Opportunity:

The Sales Operations and Administrative Specialist plays a dual role in supporting the sales team and managing administrative tasks for Keystone Headquarters. This position will serve as the Keystone HQ “host” and central point of contact for all visitors, including customers and employees traveling from other sites. They ensure Keystone HQ facilities are clean and presentable at all times and will act as a liaison with external parties as necessary to guarantee smooth operations.

The Sales Operations and Administrative Specialist provides calendar management support for the Chief Commercial Officer as well as other members of the executive committee as needed and will coordinate business travel for all members of the Keystone organization as necessary.

Who we are:

Founded in 1945, Keystone Technologies is a third-generation, family-owned business headquartered in the Greater Philadelphia area. A national leader in the commercial and industrial lighting industry, Keystone reaches customers across the U.S. with its mission of "Light Made Easy." We are an engaged and collaborative team where individuals are supported to reach their full potential.

Keystone's core values:

• Wow Customers

• Grow Passionately

• Do Right

• Value People

• Challenge Convention

What we offer:

Our benefits include medical, dental, vision, voluntary life insurance, employer-paid group life insurance, short-term disability, a 401k plan with company match, paid time off, and philanthropic opportunities.

Your Impact:

• Manage assigned leader(s) calendar including scheduling meetings, conferences, meeting space and appointments while constantly monitoring availability and prioritizing commitments to ensure optimal use of time and smooth day-to-day operations

• Prepare leader(s) for meetings by creating, gathering, and/or organizing materials, identifying key questions to be prepared to answer and preparing reference material in an effective manner

• Prepare and/or review complex reports and presentations which may require conducting research to add value to material and/or gathering and summarizing information and/or data

• Prepare, organize and maintain correspondence, memorandums, and documents, which may be confidential in nature for leaders to review and approve

• Make phone calls, write emails, and relay messages to internal and external personnel

• Enter and manage cases in the company’s ticketing systems (IT, HR, Data) on behalf of the executive team

• Serve as a trusted advisor, accountability champion, engage in problem solving as needed, and anticipate requests as early as possible

• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner

• Book travel arrangements, process and reconcile expense reports and invoices for payment in a timely manner and in compliance with company expense policies

• Plan, coordinate and execute special events and/or projects as needed such as leadership events, sales summits, and meetings with internal and external stakeholders

• Act as central point of contact for all facilities concerns, coordinating with necessary stakeholders to respond in a timely manner to maintenance and repair matters.

• Support Sales & Product Development Executives in planning HQ visits for key customers and suppliers. This may include dropping off welcome bags to nearby hotels, acquiring customized swag items, printing schedules and/or other event planning activities

• Ensure Keystone headquarters is always clean and presentable, including the front lobby, breakrooms and conference rooms

• Order meals for meetings and company events as requested

• Maintain required supply of refreshments for Keystone headquarters

• Provide support to Human Resources for key employee events such as Annual Fun Fest as requested

• Other duties as assigned

What you bring:

• 5+ years of Sales Support or Administrative experience in small to mid-size private company

• Prior experience supporting executives in a fast-paced environment is strongly preferred

• Microsoft Office experience with strong working knowledge of Word, Excel, PowerPoint, and Teams

• Travel planning experience including booking of flights, hotels, and conferences

• Valid PA driver’s license with good driving record

• Track record of being a self-starter and strong independent contributor

• Demonstrated ability to manage priorities and requirements

• Unrelenting commitment to confidentiality and boundaries

• Ability to work in a collaborative, virtual, and team-based environment

• Demonstrated ability to establish strong team relationships and deliver exceptional customer service

• Strong interpersonal skills, integrity, teamwork, energy and flexibility

• Pleasant, approachable and professional demeanor that represents Keystone in a manner that aligns with the company values to all internal and external stakeholders

• Strong time management skills

• Excellent verbal and written communication skills

• Strong organizational skills and ability to multitask

• Open to minimal local travel; <5%

Please note that we do not accept unsolicited resumes from recruiters or employment agencies.