Administrative Assistant - Sales and Marketing

The Opportunity

As administrative support for our sales and marketing groups, you will support executives (2 senior vice presidents and 1 vice president) by managing complex calendars, coordinating domestic and international travel, and providing day-to-day operational support. This role is responsible for event planning and communications. In this role, you will partner closely with internal stakeholders and use strong organizational skills, sound judgment, and attention to detail to successfully manage competing priorities in a fast-paced environment.

Location

The role is based in our Detroit, Michigan headquarters.

Primary Responsibilities 

• Calendar Management: Manage complex, frequently changing calendars for the team’s three executives.
• Meeting Coordination: Coordinate internal and external meetings across multiple time zones.
• Meeting Preparation: Prepare agendas, briefing materials, and meeting logistics to support effective meetings.
• Travel Coordination: Coordinate comprehensive domestic and international travel, including flights, hotels, ground transportation, visas, and required travel documentation.
• Travel Itineraries: Prepare detailed travel itineraries with confirmations, contact information, and contingency plans.
• Travel Monitoring: Monitor travel schedules for changes or disruptions and proactively resolve issues.
• Expense Tracking: Track travel expenses and assist with expense reporting and reimbursements.
• Document Support: Draft, proofread, and edit correspondence, reports, and presentations, including sales and marketing materials.
• Event & Communications Support: Plan and coordinate internal and external events, including vendor logistics, budgets, and attendee communications.
• File Management: Maintain organized digital and physical filing systems.
• Project Support: Assist with special projects and ad hoc administrative tasks.

To qualify for the role, you MUST have

• Minimum of 3 years of experience as an administrative assistant or in a similar role.
• Proven experience coordinating complex domestic and international travel and managing executive calendars.
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience using calendar and scheduling tools to coordinate meetings across multiple time zones.
• Excellent written and verbal communication skills, including drafting, proofreading, and editing professional correspondence.
• Experience in event planning and communications.
• Strong organizational skills with exceptional attention to detail.
• Experience working in a fast-paced, corporate or professional environment and ability to prioritize requests.
• Ability to handle confidential and sensitive information with professionalism and discretion.

Ideally, you’ll also have

• Experience supporting senior executives or leadership teams.
• Familiarity with travel booking platforms and expense management systems.
• Experience tracking travel expenses and supporting expense reporting and reimbursements.
• Strong judgment, problem-solving skills, and the ability to manage multiple competing priorities with minimal supervision.

Walbridge is an equal opportunity employer with a culture that promotes diversity, equity, and inclusion in the workforce. We provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, color, national origin, sex, religion, age, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other legally protected status.