Administrative & Executive Support Specialist

Position Summary

LESER USA is seeking a highly capable, self-sufficient Administrative & Executive Support Specialist to serve as the operational backbone of the leadership team. This is a broad, high-trust role supporting the President/CEO, VP Finance, VP Operations, and VP Sales in day-to-day executive functions, sales administration, finance reporting, and the operational execution of marketing activities.

The ideal candidate is a proactive, detail-oriented professional who thrives in a cross-functional environment, communicates with confidence, and takes ownership without being told twice. This person will be the connective tissue between departments — ensuring the leadership team runs efficiently and nothing falls through the cracks.

Key Responsibilities

Executive & Administrative Support

•    Manage President's calendar, schedule appointments, and coordinate travel arrangements

•    Create and distribute company-wide communications and notifications on behalf of leadership

•    Serve as primary receptionist and liaison for visiting guests, German parent-company executives, and customers

•    Plan and coordinate internal events including off-site meetings, customer seminars, and the company Christmas party

•    Manage expense documentation and prepare expense reports for the President

•    Oversee the corporate apartment: mail, notices, cleanings, and key management

•    Maintain the office filing system, including rep contracts and training documents

Sales Administration

•    Support the Field Sales Group with emails, customer notices, and communications on behalf of Sales Managers

•    Develop and enhance PowerPoint presentations for outside sales and local management

•    Create and distribute CRM reports; perform analysis on customer behavior and sales activity (SAP / web-based CRM)

•    Answer phones for the inside sales group and take messages as needed

•    Maintain Sales Rep contact lists, addresses, and related contact databases

•    Distribute IIR leads from the company's HQ to Sales Market Directors (SMDs) and distribute TPR reports

•    Provide administrative support for AML documentation and customer information forms

Finance & Operations Support

•    Create and distribute business warehouse quotes, orders, and KPI reports

•    Generate and distribute TPR (Territory Performance Reports) to sales management

•    Purchase and stock food, beverages, and office supplies for all departments and the president's office

•    Save and organize training documents to the training file system

Marketing Operations (US Execution of Germany-Driven Strategy)

•    Execute annual price list and calendar mailings: manage Excel mailing lists, coordinate with rep network, ship via USPS

•    Maintain and update the company's Toolbox Online for Marketing (TOM) — manage users, products, and rep budgets

•    Maintain the company's email database; support US and DE email campaign execution

•    Coordinate trade show logistics: exhibitor contracts, booth setup, attendee travel, lead retrieval, post-show distribution

•    Manage literature inventory; reorder from Germany and reproduce locally as needed

•    Maintain the company's website update log and communicate changes to Germany

•    Support the company's social media (LinkedIn/Facebook) with territory-relevant content: trade show figures, approvals, customer wins

•    Provide marketing support to the company's sales representatives and SMDs

Job Requirements

Required

•    3–5+ years of experience as an Administrative Assistant, Executive Assistant, Sales Administrator, or similar multi-function support role

•    Outstanding organizational and time management skills — able to manage competing priorities independently

•    Excellent verbal and written communication skills; polished and professional in all interactions

•    Advanced MS Office proficiency: Word, Excel, Outlook, PowerPoint

•    Familiarity with CRM applications (SAP CRM or similar web-based tools)

•    Discretion, confidentiality, and sound judgment in a professional environment

•    Bachelor's degree (BA/BS) preferred; equivalent experience considered

Preferred

•    Experience in a manufacturing, industrial, or technical sales environment

•    Exposure to DACH (German, Austrian, Swiss) corporate culture or international business environment

•    Knowledge of Adobe Creative Suite (Photoshop, InDesign, Illustrator) or basic HTML/CSS

•    Spanish language skills a plus

•    Self-starter mentality with a low need for supervision and a high sense of ownership

What We Offer

•    Competitive base salary commensurate with experience

•    Comprehensive benefits package including health, dental, vision, and 401(k)

•    Stable, professional work environment with strong German parent company backing

•    High-visibility role with direct access to leadership and real operational impact

Collaborative team culture

CONTACT: Bertina Brase | BBRecruitingUS | bertina.brase@BBRecruitingus.com