The Training Operations and Administrative Assistant plays a pivotal role in ensuring the seamless delivery of training programs, efficient administrative processes, and effective project and inbox management. This individual will work closely with the chairman, and sales, to provide support across multiple functions.
Key Responsibilities
1. Training Program and Operations Preparation
- Coordinate logistics for training sessions, including organizing catering and securing venues.
- Prepare and arrange trainer materials, coordinating with printing vendors as needed.
- Create and manage virtual feedback forms for each class, ensuring trainers receive them promptly.
- Collect, collate, and send feedback reports to trainers and relevant stakeholders after each class.
2. Administrative e-Filing
- Collect and organize participant details from sales teams post-deal closure, ensuring timely submission to the finance department.
- Upload participant details to the virtual badge system to automate the issuance of e-certificates for attendees.
- Regularly update and maintain CRM data on HubSpot, ensuring accuracy and relevance.
- Download, analyze, and forward Mailchimp EDM reports (clicks and opens) to the relevant teams weekly.
3. Project Management and Inbox Management
- Maintain and update the sales dashboard on Monday.com to reflect real-time progress and status.
- Schedule and coordinate weekly sales meetings, including preparing agendas and materials.
- Oversee the sales inbox, ensuring all inbound inquiries are reviewed and directed to the sales team promptly.
Nice to have (but not necessary as we will train you):
Familiarity with Hubspot, Monday.com, MS Office, Mailchimp, Wordpress
Key Skills and Qualifications
- Organizational Skills: Strong ability to manage multiple tasks and priorities while maintaining attention to detail.
- Technical Proficiency: Experience with tools like HubSpot, Monday.com, Mailchimp, and virtual badge systems is a plus.
- Communication Skills: Excellent verbal and written communication for coordination with internal teams and external vendors.
- Problem-Solving: Proactive and resourceful in resolving operational challenges.
- Team Collaboration: Ability to work collaboratively across departments to achieve shared goals.
This role is ideal for someone with a strong administrative background, excellent multitasking capabilities, and a passion for ensuring smooth operations in a dynamic environment.
