Administrative Assistant

What will I do?

• Process and schedule all supplier partner-initiated requests and be the onsite contact for scheduled office visits.
• Obtain supplier presentation in advance and advise on and handle catering options upon supplier request.
• Post welcome sign, greet suppliers and guests, load the Teams meeting and start the meeting so online attendees can attend the presentation, and send office visit follow-up emails.

Partner Codes & Deliverables Management

• Create and manage partner codes on an ongoing basis.
• Pull reports on used and unused codes and follow up with the IR team regarding unused codes.
• Troubleshoot code-related questions and resolve issues in a timely manner.
• Send deliverable outline emails to partners upon onboarding.
• Send deliverable reminder emails and track outstanding items.
• Maintain accurate records of codes, contracts, and deliverables within internal systems.

Contract & Partner Administration

• Review partner contracts and send deliverable emails aligned with contract terms.
• Maintain and update the partnership primary spreadsheet with current partner information.
• Ensure new partners are added to all required systems and contact lists.
• Update and distribute the partnership contact list to the internal team on a regular cadence.
• Act as a point of contact for partner questions, escalating issues as needed.

Webinar & Event Support (Weekly – Wednesday Webinars)

• Manage webinar registration pages.
• Schedule supplier partner registrations on Prestige calendars.
• Send presenter reminders and Prestige reminder communications.
• Log in early to support IT needs and remain present during sessions to support IR and supplier partners.
• Share post-event attendance and reporting with supplier partners.

Reporting & Data Management

• Pull and organize reports from Zoom, Cvent, BI tools, and other platforms.
• Build and maintain historical reporting data for future analysis.
• Organize reporting by geographic location and partner type.
• Track outstanding partner actions, codes, and deliverables.
• Support the development and cleanup of data to ensure accuracy and usability.

Marketing Collateral & Content Management

• Maintain and update all IR marketing collateral, including:
• Deliverable templates
• Canva flyers
• PowerPoint presentations
• Proposal Path content sections
• Execute social media campaigns as requested in alignment with brand marketing guidelines.
• Provide social media campaign performance reports.
• Maintain and update the destination expertise webpage.
• Provide light IT and design support for Proposal Path beyond proposal updates.

CRM & Systems Support (MILO and Other Tools)

• Maintain accurate partner records within MILO, including:
• Partner status
• Agreements and contracts
• Deliverables
• Account ownership and partner level
• Assist with data cleanup efforts (duplicates, incorrect statuses, missing fields)
• Support troubleshooting of system issues and process gaps
• Help ensure partner records are updated as new agreements are executed

Partner Support & Relationship Coordination

• Act as point of contact for:
• FAM (Familiarization) programs
• Auxiliary/vendor partners (gifting, production, speakers, VAT/IT, etc.)
• Oversee partner agreements and ensure alignment with IR processes
• Manage promotions and offers by:
• Adding them to Industry Relations updates
• Removing expired offers
• Ensuring accuracy and visibility