VTech Kids
  • Human Resources
  • Arlington Heights, IL, USA
  • Full Time

The Shared Services Administrator for VTech Electronic Learning reports into our HR Business Partner and has the opportunity to support multiple teams within our Arlington Heights office. As our Shared Services Administrator, you will assist in a variety of projects such as powerpoint creation for our Sales team and product tracking and verification for our Product Development team.

 

SPECIFIC RESPONSIBILITIES

 

Provide administrative support to Executive, Sales, Marketing, Product Development, Supply Chain, Human Resource and Accounting Departments.

  • Create and edit powerpoint and excel spreadsheets for sales meetings, product presentations, corporate reports
  • Prepare and publish Sales Bulletins announcing product updates and pertinent information
  • Communicate with Hong Kong headquarters regarding various needs, information and reports. Create the data matrix report (Hong Kong based information) and distribute to sales representatives and retailers.
  • Book space and track expenses for company events, travel, trade shows. Prepares show badges for travelers. Create and maintain the sales appointment schedule for shows as well as provide any additional support needed.
  • Track and maintain files for product advertising for Sales
  • Annually update account and 3rd party sales representative agreement renewals.
  • Maintain company communication lists, such as phone lists, travel schedules, etc.
  • Prepare and track the required paperwork for visas and passports for factory visits to China
  • Coordinate sales meetings and on-site product previews.
  • Work with external travel agency to plan and book travel. Will track schedules and may be asked to assist with expense reporting.

Facilities/ Office Management

  • Work with outside vendors to coordinate cleaning and building/ equipment repairs.
  • Purchase office supplies through preferred vendors and coordinates office moves and new hire space set up.
  • Assist in determining office space requirements, plan the build-out of raw office space and help coordinate office moves
  • Complete a variety of errands as needed. Examples include taking certified mail to the post office, purchasing fruit/ creamer for the office
  • Fulfill catering requests, order the food for deliver, set up and clean up of event.
  • Ensure employee safety and regulatory compliance on manditory reporting (OSHA, State Fire Marshal, DEQ, City of Arlington Heights, and County)
  • Safety, Regulatory Compliance, Disaster Recovery & Contingency Planning
  • Budget tracking and reporting.  

SPECIFIC JOB SKILLS

  • Excellent verbal and written communication skills
  • Strong MS office skills with advanced PowerPoint and Excel abilities.
  • Project management experience. Ability to prioritize in a fast paced environment.
  • Event planning and/ or coordinating experience is needed.
  • Understanding of local regulatory compliances, permits and reporting needed.
  • Travel coordination experience is ideal.
  • Knowledge of ergonomics is nice to have.
  • Ability to get along with others and collaborate across multiple teams.
  • Strong attention to detail needed.
  • People Management experience is needed.

 

EDUCATION AND/OR EXPERIENCE

Bachelor's degree in Business or a related field, and 5 years of progressively responsible experience in the area of administration; or any combination of experience and education that provides the necessary skills, knowledge and ability to perform assigned tasks. Masters degree is desirable.

VTech Kids
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