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.

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.