Sales & Office Administrator

Sales & Office Administrator for the CEVA U.S. Sales Office in Mountain View, California

We are looking for a qualified and adaptable individual to serve as a Sales Administrator, Office Administrator, and Executive Assistant, working 32 hours a week (5 days/week) on-site with our U.S. sales team in Mountain View, California. You will serve as a point of contact for royalty recording and forecasting, travel and event coordination, and more. Our ideal candidate is goal-oriented and has a deep knowledge of customer service best practices. If you have exceptional organizational skills and draw energy from being part of a team, we would like to meet you!

RESPONSIBILITIES:

Executive Assistant & Office Administrator:

• Act as assistant to the Executive Vice President, Worldwide Sales.
• Provide administrative support to ensure efficient operation of the office, including tasks such as:
• Office supply inventory and procurement
• Handling of all office mail, including shipment and delivery to/from the office
• Coordination with the office management/leasing company and other vendors
• Scheduling of on-site appointments and meetings
• Maintaining equipment inventories and coordinating with internal & external vendors for preventive maintenance and repairs to office equipment.
• General administrative duties such as filing, typing, copying, binding, scanning, etc.
• Act as Receptionist for the office.
• Assist with administration of the annual budget, compiling on-going business needs/requirements.
• Assist the team with travel arrangements.
• Serve as Team assistant, resolving administrative problems and supporting the team through variety of tasks.
• Liaise with other departments and business units within the company.

Sales Administrator:

• Collaborate closely with teams and stakeholders located in the U.S. and internationally across different time zones, including Sales, Finance, Legal, R&D, Field Application Engineers, and external customers.
• Check royalty report accuracy, recording and tracking Royalty Reports. Contact clients and Sales to obtain missing information and answer queries.
• Check data accuracy in orders and invoices. Contact external customers, internal finance, or sales as needed.
• Maintain and manage the Royalty Forecast. Scan meeting reports and collect information from Sales and public sources, working closely with sales and management.
• Generate reports in Salesforce for distribution to appropriate sales team members.
• Assist with events such as trade show exhibitions and industry conferences – may require travel and active participation in these events.
• Assist Legal with printing, filing, and distribution of NDAs and contracts.

QUALIFICATIONS & SKILLS:

• Able to work 32 hours a week, 5 days a week on-site at the office (must live within a reasonable commute to Mountain View, CA).
• Fluent in English, with excellent written and verbal communication skills.
• 2+ years of experience in an administrative or executive assistant role.
• Hands-on experience with Microsoft Office (Outlook, Teams, SharePoint, Word, Excel, PowerPoint).
• Team player with high level of dedication with the flexibility to work extra hours (and/or remotely after hours) if required.
• Strong attention to detail, with excellent time management and problem-solving skills and the ability to multi-task and prioritize work.
• Able and ready to learn new skills and tools; adaptable when encountering new situations.
• A “people person” who can be diplomatic when communicating with team members and can balance different priorities among team members.

PREFERRED SKILLS & EXPERIENCE:

• Bachelor’s degree in marketing, sales, business administration, or relevant field preferred.
• Proficiency with CRM software, preferably SFDC (Salesforce.com).
• Proven experience as a Sales Administrator or in a sales support role.
• Prior experience with event coordination and trade show exhibition.