Sales & Solutions Administrative Coordinator

Vestmark is actively seeking a Sales & Solutions Administrative Coordinator to play a crucial role in supporting the company's sales, products and advisory solutions leadership.  This role will ensure seamless communication and efficient processes, while offering exceptional service. In this position, you will assist management with daily and long-term strategic initiatives. The successful candidate will be able to fully meet the executive team's requirements and to provide services which significantly contribute to their organization’s performance and effectiveness.

Responsibilities: 

• Assist the sales, products and advisory solutions leadership team.
• Participate in meetings and coordinate activities through clear agendas, follow-up and next steps. 
• Coordinate cross-functional communications with internal staff to align Go-To-Market (GTM) priorities.
• Plan meetings, scheduling, travel logistics, booking conference rooms, catering, creating and distributing meeting materials.

Project Management:

• • Track progress on various ongoing projects, analyze priorities, and provide insights to drive efficiency.
  • Coordinate with internal teams to arrange working sessions to ensure project goals are met.
  • Monitor key performance indicators set by leadership to improve team performance.

Stakeholder Communication:

• • Serve as a point of contact for internal stakeholders regarding project updates and timelines, ensuring clear and regular communication with stakeholders to address project-related inquiries and status updates.
  • Prepare reports and gather data to support decision-making processes.
  • Filter information, prioritize messages, and ensure efficient flow of communication.
  • Initiate, plan and coordinate outreach for meetings and projects.

• Calendar management (through Microsoft Outlook) for EVP of Advisory Solutions, Chief Product Officer and Chief Revenue Officer to assist with prioritizing, scheduling, planning and organizing key meetings.  This includes understanding and managing conflicting priorities to ensure the execution of priorities and activities.
• Process travel and expense reports for Executives using the Travel & Expense system.
• Respond promptly to Executives’ queries, assessing needs and suggesting solutions.
• Provide back-up support for the Assistant to the CEO as needed.
• Other duties as assigned.

 Requirements:

• 3+ years of business or administrative assistance experience.
• Bachelor’s degree, or equivalent, required.
• Ability to identify challenges and propose solutions to improve processes and training.
• Demonstrated ability to exercise discretion and independent judgment, free from immediate direction or supervision.
• A strongly organized and efficient work style with the ability to keep track of several competing and demanding priorities and multiple tasks.
• A proactive, analytical mindset with acute attention to detail.
• Experience with Microsoft Office Suite, specifically Outlook, Excel, Word and PowerPoint.
• Thoughtful, service-oriented attitude, exhibiting a professional approach to projects and interfaces.
• Excellent written and verbal communication skills with strong attention to detail, follow-through and ability to multitask.
• Constructive and positive interpersonal skills (enthusiastic, upbeat and flexible) with the ability to interface effectively with a wide variety of internal and external clients.
• Foster collaboration and coordination among stakeholders and address challenges and obstacles effectively, offering solutions and support.
• Able to thrive in a fast-paced environment with minimal supervision.
• Handle sensitive information with discretion and always maintain a high level of discretion.

Vestmark is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Vestmark prohibits employment discrimination on the basis of race, color, religion, gender identity, sex, sexual orientation, pregnancy, national origin, age, disability status, protected military or veteran status, and genetic information.  #LI-TG1 #LI-Hybrid