Job Description

LED Phantom is a leading manufacturer and distributor of high-quality LED lighting solutions. Established in 2013, the company has built a strong reputation for innovation, reliability, and customer satisfaction in the lighting industry. LED Phantom offers a wide range of LED lighting products, including architectural lighting, commercial lighting, landscape lighting, and custom lighting solutions. With a focus on innovation, customer satisfaction, and environmental responsibility, the company has established itself as a trusted provider in the lighting industry. LED Phantom's commitment to excellence, versatility in product offerings, and dedication to sustainable practices positions it as a reliable partner for customers seeking superior Energy conservation solutions. LED Phantom places a strong emphasis on customer satisfaction and building long-term relationships. The company's team of lighting specialists and vendors works closely with clients to understand their unique requirements and provide tailored solutions. LED Phantom offers pre-sales consultation, technical support, and after-sales service to ensure customer needs are met at every stage of the engagement.

Job Summary:

We are seeking a detail-oriented, proactive, and high-performing Administrative Assistant to CEO to provide high-level administrative support and ensure the smooth operation of daily business activities in all areas of business. This role is essential to ensuring smooth coordination of HR administrative tasks, managing ordering of marketing material, research and compiling essential reports and many similar tasks. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational and multitasking skills, and exhibit strong problem-solving capabilities while maintaining a proactive and positive attitude.

Key Responsibilities:

Administrative Support:

• Manage and prioritize schedules, meetings, and appointments for leadership and team members.
• Prepare and edit correspondence, reports, and presentations with precision and professionalism.
• Maintain accurate records and files, ensuring easy access and confidentiality.
• Develop and implement innovative sales and marketing strategies: Collaborate with cross-functional teams (marketing, product development, sales) to design and execute effective strategies for market penetration and brand awareness.

Project Management:

• Assist in planning, executing, and monitoring small to medium-scale projects, ensuring deadlines and objectives are met.
• Identify process inefficiencies and recommend improvements to streamline administrative workflows.

HR Administrative Support:

• Assist with HR-related tasks, including onboarding coordination, maintaining employee records, and scheduling interviews or training sessions.
• Support payroll, benefits administration, and other HR documentation as required.
• Serve as a point of contact for employees regarding HR-related inquiries, escalating issues as needed.

Marketing Material Coordination:

• Manage the ordering, tracking, and inventory of marketing materials, ensuring timely delivery to the necessary teams or events.
• Liaise with vendors to ensure quality, cost efficiency, and brand alignment of marketing materials.
• Coordinate distribution for campaigns, events, or sales teams.

Reporting and Documentation:

• Compile, analyze, and distribute reports for HR and marketing activities, ensuring data accuracy and timeliness.
• Assist in preparing presentations, spreadsheets, and other materials for leadership and departmental use.
• Maintain organized filing systems for HR, marketing, and administrative records.

Cross-Functional Collaboration:

• Act as a bridge between HR, marketing, and other teams to ensure efficient communication and task completion.
• Assist with organizing company events or initiatives as needed.
• Proactively identify and implement process improvements to enhance workflow efficiency.

Key Competencies and Skills:

• Organization & Multitasking: Proven ability to manage multiple priorities and deadlines simultaneously.
• Attention to Detail: High accuracy in handling data, creating reports, and completing tasks.
• Communication: Strong verbal and written communication skills for internal and external correspondence.
• Proactive Problem-Solving: Ability to anticipate challenges and implement effective solutions independently.
• Technical Proficiency: Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and familiar with HRIS or CRM tools (preferred but not required).
• Team-Oriented Mindset: A collaborative approach to work, fostering positive relationships across departments.

Qualifications:

• 3+ years of experience in administrative roles, preferably with exposure to HR and/or marketing tasks.
• Strong communication and interpersonal skills and a professional, resourceful demeanor.
• Bachelor’s degree in business administration, marketing, HR, or a related field (preferred but not mandatory with relevant experience).
• Ability to work independently.

This is a full-time position with a competitive salary and benefits package. The successful candidate will have the opportunity to work with a dynamic team and contribute to the growth of a leading company in the industry. If you are a results-oriented professional with a passion for making a difference, we encourage you to apply for this exciting opportunity.

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