Position Purpose

The Administrative & Office Assistant is a dual role involving administrative assistant to the CEO / CFO and office management responsibilities. The component of this position is responsible for overall front office activities, acting as Administrative Assistant to senior management, organizing staff activities, handling purchasing requests, and facility management of the office suite and building compliance. The ideal candidate is an independent, action-oriented individual with sincerity and integrity, capable of possessing confidential information about our business and management. Effective, pro-active, customer service oriented, and willing to be a change agent.

Essential Duties and Responsibilities

Specific duties and responsibilities include the following but the individual will also be expected to perform all the duties necessary which are customarily performed by a person holding this position. Management reserves the right to alter or amend the job description, responsibilities and compensation at their sole discretion at any time. Other duties may be assigned:

Key Administrative Responsibilities

• Maintain the CEO / CFO calendars (organize meetings, communicate updates, etc..) 
• Organize and schedule appointments and meetings and assists senior management with inhouse and outside meetings setup.
• Handling and booking travel agendas and itineraries for senior management (airfare, hotels, transportation).
• Preparing senior management’s monthly expense reports as per company policy.
• Plan meetings and take minutes and notes.
• Assist in preparation of regularly scheduled reports.
• Develop and maintain a filing system. 
• Special projects as assigned by the CEO or the CFO.

Key Office Management Responsibilities

• Answering and direct the office phone and meet delivery staff.
• Direct or assist in planning company events.
• Responsible for management of the office, which includes but not limited to building management communication, safety training, etc. 
• Handles office furniture and equipment maintenance including copiers, etc. 
• Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.) 
• Supervises and coordinates overall administrative and office activities. 
• Ensure efficiency and professional environment by supervising housekeeping of office facilities. 
• Responsible for arranging internal office moves as directed by the CFO. 
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Participates as needed in special department projects as directed by the CEO / CFO

Knowledge and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening test

Education

• Ideally 3+ years’ experience working with and supporting Executives and Senior management. 
• BA or equivalent years of relevant experience in Business or Communications.

Qualifications & Work Experience

• Trustworthy personality with a high degree of confidentiality.
• Highly skilled in communication, both written and verbal.
• Analytical skills.
• Planning and execution skills.
• Ability to work strategically and collaboratively across and up and down the organization.
• Methodical skills to facilitate processes, and assessment skills .
• Project Management experience is a plus. 

Computer Skills

To perform this job successfully, an individual should have knowledge of:

• Microsoft Office Suite including Excel, Word, and PowerPoint. 
• Experience with project management tools (ex. SharePoint, Smart Sheets, MS Project).

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site during shows. 
• Ability to sit, stand, walk up and down stairs, crouch, stoop, and reach. 
• Ability to lift up to 25 lbs. 
• Ability to travel to shows when needed. 

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Basic trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  Messe Frankfurt, Inc. reserves the right to modify this job description at any time.

Position Purpose

The Human Resources Generalist is responsible for performing HR-related duties on a professional level in the following HR functional areas among others; Planning for the company’s headcount needs, recruiting, onboarding, employee relationship, company policy development and implementation, training and employment law compliance filing.The ideal candidate is an independent, action oriented individual comfortable working in a multicultural team environment, with sincerity and integrity and capable of possessing confidential information about our business and employees. Effective, pro-active and customer service-oriented mentality, willing to be a change agent.

The position will assist in some office administrative duties when needed.

Essential Duties and Responsibilities

Key Human Resource Responsibilities

• Develops and builds hiring processes for all exempt and nonexempt personnel, interns and temporary employees. Leads sourcing and recruiting initiatives to leverage networking and employee referrals. Extends job offers.
• Manage the company’s onboarding process for all new employees.
• Assists managers and staff with employee relations matters, coordinate employee information, understanding employee issues and providing an entry point to Senior Management for issue resolution.
• Ensure job descriptions are kept current and updated as necessary.
• Handles employee relations counseling, outplacement counseling and exit interviewing.
• Responsible for maintenance of all human resource records / files and compliance thereof.
• Review and assist in updating employee handbook annually as needed.
• Develop appropriate policies and programs for effective management of the people resources of the organization. Included in this area but not limited only to the following would be programs for employee relations, sexual harassment/discrimination, employee complaints, career development and leadership.
• Administers various human resource plans and procedures for all company personnel; assists in the development and implementation of employee handbook and personnel policies and procedures, in conjunction with senior management.
• Coordinate with H.O. Human Resources department for employees training and relevant initiatives.
• Maintains company organization charts and the employee directory.
• Handles all relevant employment compliance reporting.
• Might act as a payroll processor backup.
• Act as a backup for the Administration Assistant for office administrative duties when needed.

Knowledge and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening test

Education

• Batchelor degree in relevant studies.
• 4+ years’ experience in general HR duties and supporting Executives and Senior management.

Qualifications & Work Experience

• Highly skilled in communication, both written and verbal.
• Analytical skills.
• Planning and execution skills 
• Ability to work strategically and collaboratively across and up and down the organization. 
• Methodical skills to facilitate processes and assessment skills.
• Experience in an HR role with Project Manager experience is a plus. 

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site during shows. 
• Ability to sit, stand, walk up and down stairs, crouch, stoop, and reach. 
• Ability to lift up to 25 lbs. 
• Ability to travel to shows when needed. 

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Basic trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Messe Frankfurt, Inc. reserves the right to modify this job description at any time.

Purpose of Position

The Operations Manager provides project management and coordination for trade shows. pavilions, and events. This includes budgeting, communications, internal and external collaboration, scheduling, coordinating services, booth production, arranging temporary staffing services, decor, catering, and other projects as directed.

Position Summary/General Description

The Operations Coordinator will be a crucial member of our team working with internal stakeholders and outside vendors, (domestic and international) to ensure our trade shows exceed expectations.

The individual will maintain the operational portion of the trade show process and communicate with all parties from design concept to delivery, coordinating all production activities and assuring quality and timeliness.

Acts as liaison to the general service provider and ensures quality standards and contractual obligations are adhered to. Additionally, the operations coordinator reports and updates the operations director on any issues.

Essential Duties and Responsibilities

• Create Request for Proposals (RFP) and negotiate costs with vendors
• Develop a vendor selection for all aspects of our show operations including, staffing, security, general service contractor, A/V, venue
• Review and negotiate estimates
• Take ownership of the entire project including the operations portion of the production schedules, and vendor selection; (quality, delivery, execution, and deadlines)
• Manage the operations portion of the production schedule
• Adhere to the assigned budget for show operations & report updates and forecasts as requested by the Operations Director
• Oversee the production processes, constantly communicate with the internal show team, and ensure that needs are being met
• Collaborate with the internal teams and external partners on strategy, while considering expectations, timeline, budget, and ease of implementation
• Ensuring effective communication of timelines, deadlines, deliverables, and pertinent details
• Work with the show team to ensure workflow is monitored and assessed and resources are effectively allocated and utilized
• Assist in gathering/reporting data for forecasting purposes
• Maintain BOE's, Room Sets and other onsite items

Operations Area

• Negotiate vendor and venue agreements as assigned.
• Assist in the management of major contractor vendors as assigned.
• Assist in future date and venue research, procurement, and tracking as assigned.
• Execute the strategy laid out by Show Manager/Show Director/VP for the onsite registration process and traffic flow.
• Coordinate all activities that guarantee the safety of materials and assembly staff, during the exhibition and the disassembly.
• Monitor the production and set up of directional signage of the different areas inside and outside the exhibition.
• Design, coordinate, and/or supervise the creation of general infrastructure to carry out events such as assembly, disassembly, conference rooms, committee lounge, inauguration, and information modules, among others.
• Select and coordinate the suppliers to provide the services of hostesses, meals, logistics, audio and video, ornamental plants, and energy.

Desired Qualifications & Experience

• Strong negotiation skills
• Experience managing budgets and cost management skills
• Demonstrable experience in achieving the company's goal with cost-efficiency
• The ability to work independently and in a team environment
• Strong presentation, organizational, and planning skills
• Excellent English verbal and written communication skills.
• Must be a motivated and energetic self-starter
• Ability to work in a fast-paced, results-oriented environment
• Travel is required, sometimes on weekends

Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to travel
• Ability to pass a background check and drug screening test

Education Qualifications and Work Experience

• Minimum of 4 years of college or equivalent experience
• Minimum of 3 years of trade show, exhibition, events, production, or related experience
• Minimum of 3 years of management experience
• Knowledge of exhibition operations and procedures
• PC skills: Proficiency in Microsoft Office Suite, familiarity with Smartsheet and Saleslogix desired
• Organizational and time management skills
• Proven ability to multi-task, manage multiple priorities, and meet deadlines
• Strong customer relations and client support skills
• Travel required, ability to work a flexible and demanding schedule

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site at shows.
• Ability to sit, stand, walk, and travel up and down stairs, crouch, stoop, and reach.
• Ability to lift up to 50 lbs.

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Basic trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this postion. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

Job Summary

Specific duties and responsibilities in the administration of sales programs for MFI trade shows include the following, but the individual will also be expected to perform all the duties necessary which are customarily performed by a person holding this position.  Other duties may be assigned.

Essential Duties and Responsibilities

• Provide general sales and exhibitor-related communications support for the specific brands and trade shows and assist the SM with customer support activities.
• Identify, qualify, and close US exhibitor prospects for the portfolio.
• Perform administrative tasks, including mailing functions, organizational projects, purchase orders, producing and distributing sales reports, timelines, and general record keeping.
• Maintain an effective sales database for relevant trade shows.
• Maintain an updated floor plan for relevant trade shows.
• Working in SalesLogix, tracking communications with exhibitors and following up on invoices, confirmations, deadlines, catalog orders, ancillary MFI services, and general communications.
• Contribute to identifying ideas on increasing show revenues through alternatives to booth and sponsorship sales.
• Coordination of services provided to exhibitors, attendees, and miscellaneous projects required by SM prior to and during the onsite operation of relevant trade shows.
• Address exhibitor concerns, requests, and questions prior to, during, and after the trade fair.
• Assist SM with the coordination, preparation, and execution of sales campaigns.
• Coordinate with Frankfurt and brand managers on the distribution of promotional materials.
• Develop sales programs in support of sales partners.
• Additional support functions in the daily communication, record keeping, and strategic positioning of the shows.
• Training and supervision of temporary staff.

Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office.
• Ability to pass a background check and drug screening..

Education

• Bachelor's degree in relevant studies or higher.

Qualifications & Work Experience

• Excellent written and verbal communication skills.
• Proficiency in MS Office and comprehension of contact management databases.
• Experience in the trade show industry is a plus.

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site during shows.
• Ability to sit, stand, walk, and travel up and down stairs, crouch, stoop, and reach.
• Ability to lift up to 25 lbs.

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  Messe Frankfurt reserves the right to modify this job description at any time.

Position Purpose

We are seeking an experienced, detail-oriented Senior Accountant / Financial Analyst to join our growing organization. In this position, you will handle general accounting tasks, verify and analyze financial records and transactions, and assist in the reporting duties. You must have a keen attention to detail, accounts reconciliation expertise, experience with financial statements, general ledger, and financial reports, with a high awareness of deadlines and a sense of urgency.

Essential Duties and Responsibilities

• Provides financial information by maintaining and reconciling accounts; preparing reports
• Generate and analyze monthly and periodic “MS Dynamics Great Plains” Financial Reports
• Maintains the accuracy of financial records for multiple entities by analyzing balance sheets, P&Ls, and general ledger accounts
• Handles monthly bank reconciliations functions
• Update reporting and budgeting financial programs with quarterly results information
• Liaison with U.S. and Canadian Tax preparers/authorities
• Handles monthly and quarterly Inter-Companies accounts reconciliations by gathering, entering, and balancing information
• Prepare and enter journal entries to ensure producing accurate and timely financial statements
• Analyze and reconcile general ledger accounts and book-correcting entries
• Provide analysis and supporting details to Management as needed,
• Maintain show-closings process and reconcile shows’ results with sales teams,
• Handle Revenue Recognition, Deferred Expenses, Deferred Revenue calculations and entries,
• Post monthly exchange rate and conversions and calculate F/X gain or loss,
• Support in the budget and LTP process,
• Provide supporting details for the annual audit as needed,
• Maintain and reconcile accrual accounts and prepaid accounts,
• Process credit notes and sales voids for two entities as needed,
• Participate and handle other projects as requested by the CFO.

Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening test

Education

• College degree with a major in Accounting/Finance

Qualifications & Work Experience

• Strong knowledge/experience of accounting principles and practices
• Technical accounting skill using MS Dynamics – Great Plains
• Four (4) plus years of relevant experience required
• Proficiency in relevant accounting software, Microsoft Dynamics GP, and Microsoft Office.
• Sense of urgency
• Attention to detail
• Planning and organizing
• Good Communication skills, both written and verbal
• Team player comfortable in a supporting role
• Problem-solving skills
• Takes initiative
• Ability to prioritize and schedule workload to meet fixed deadlines with a sense of urgency

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job.  Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to sit, stand, walk, and travel up and down stairs, crouch, stoop, and reach.
• Ability to lift up to 25 lbs.

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Messe Frankfurt, Inc. reserves the right to modify this job description at any time.