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NAVIS is excited to hire an experienced Team Coordinator (Executive Assistant) to help our teams build and deliver world-class customer relationship management (CRM) and marketing automation tools for the hospitality industry here in beautiful Bend, Oregon.

In this critical role, you will be the glue that holds our Product, Engineering, and Client Success teams together. You will serve as a strategic partner to each executive and their respective teams to maximize efficiencies and promote cross team collaboration.

The top 3 areas to be successful in this role include:

  • Effective Communication: Keep the work flowing, reduce errors, prevent chaos, and flag issues
  • Overarching Processes: Ensure proficiency in the main processes – regularly scheduled meetings, calendar management, meeting preparation, e-mail management, project management, travel, follow-up systems, and prioritization
  • Welcomed Feedback: Trusting that open constructive feedback, whether it be about performance, processes, roles, or a situation, is critical to the success of the relationship

This position provides administrative support to the VP of Product Solutions, VP of Engineering, and VP of Client Success. In addition to facilitating communication and responding to inquiries for information and scheduling; the Team Coordinator performs duties such as travel planning, coordination of meetings and conferences, completing expense reports, obtaining supplies, and working on special projects.

DUTIES & RESPONSIBILITIES:

Coordinate the execution of strategic Product Solutions, Engineering, and Client Success initiatives

  • Support VPs with calendar management, time management, planning and coordination of meetings and office time; effectively managing executives’ calendars in order to best support executives’ time and efficiency; all the while striving for a good rapport with cross-departments and representing the teams
  • Assess inquiries directed to the supported executives, determine the proper course of action and delegate when appropriate to individuals to manage
  • Manage multiple executives’ calendars
  • Record, and publish meeting minutes
  • Tactfully handle inquiries, ascertaining the nature of business and direct appropriately
  • Ensure all department issues are addressed properly, efficiently and judiciously, and keep track of progress until resolved
  • Event planning, including several large client conferences and team meetings
  • Travel planning (30%)
  • Cross-functional team coordination & follow through (50%)
  • Administration Support (10%)
  • Working on special projects (10%)

QUALIFICATIONS:

  • At least three (3) years of administrative support, office management, or event planning
  • Must be results-oriented with experience in a cross functional team environment
  • Be excited about collaborating and communicating closely with teams and other stakeholders via a distributed model to regularly deliver solutions
  • Be willing to help teammates, share knowledge and experience with them, and learn from them

PREFERRED QUALIFICATIONS:

  • Hospitality, CRM, and/or Marketing Automation experience
  • Bachelor’s degree