Marketing & Sales Administrative Assistant

Tandem Diabetes Care•California - High Bluff, CA

4d•$28 - $32•Hybrid

About The Position

Tandem Diabetes Care is seeking a Marketing & Sales Administrative Assistant to join their team. This role is crucial for coordinating sales onboarding, processing purchase orders and contracts, managing logistics for sales and marketing meetings, and handling third-party event requests. The position also provides specialized administrative support to Brand Operations management, coordinating activities between departments and external vendors. The work is often critical and confidential in nature. The Marketing and Sales Admin will manage calendars, schedule meetings, triage and prioritize time for the VP of Marketing and VP of Sales. They will also manage and submit expense reports for these VPs and Area Sales Directors, and facilitate travel arrangements using Concur Travel & Expense. Additionally, this role involves internal event management and coordination for home-office and remote meetings, including sourcing locations, contracting, and managing logistics for various internal corporate meetings and events. The assistant will support new field sales employees with onboarding by creating CRM records and UPS accounts, and shipping marketing materials. They will also coordinate the Tandem demo pump pool, including shipping, tracking returns, and documenting in CRM. On-site support for sales training classes and sales management meetings is also a responsibility. The role requires gathering information, preparing reports, manuals, agendas, correspondence, and memoranda. Collaboration with Finance and Purchasing departments is necessary to ensure timely approval and submission of check requests, purchase forms, and invoices, with proper documentation. The assistant will organize and maintain the ordering process for sales supplies and marketing collateral for the field team, and compile monthly supply orders into the CRM database. Project management responsibilities include planning project processes and timelines, building relationships with stakeholders, managing brand project priorities, administering brand experience and creative task assignments, and supporting platform publishing and content management. All interactions and calls must be documented in the CRM system according to QA/RA and HIPAA guidelines. The role also involves confirming completion of required training and continuously seeking to improve systems and processes, recommending best practices, and providing feedback to the management team. Ensuring work complies with company policies, including Privacy/HIPAA and other regulatory, legal, and safety requirements, is essential.

Requirements

High School degree required
2 - 4 years of related experience
Must be experienced with Concur Travel & Expense
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Able to effectively share information related to work product in verbal and written form
Able to contribute to the team by supporting the acceptance of new team members
Demonstrated ability to work accurately and with initiative
Demonstrated ability to handle multiple priorities with minimal supervision
Applicants must be authorized to work for any employer in the U.S.
Must be located in the San Diego area

Nice To Haves

BS preferred

Responsibilities

Coordinate sales onboarding of new hires.
Process purchase orders (POs) and contracts.
Provide logistical coordination for sales and/or marketing meetings.
Process third party event requests.
Provide specialized administrative support to Brand Operations management.
Coordinate activities between departments and outside parties including vendors.
Work with company personnel at all organizational levels to execute tasks.
Administer the calendars of the VP of Marketing and the VP of Sales.
Coordinate/schedule meetings, general calendar management, triaging, and prioritization of time.
Manage/submit expense reports for the VP of Marketing, VP of Sales, and the Area Sales Directors.
Facilitate booking/reserving travel for the VP of Marketing and VP of Sales via Concur Travel & Expense.
Manage internal event management and coordination for home-office and remote meetings.
Support new field sales employees with onboarding process by creating CRM records & UPS accounts and shipping marketing materials.
Coordinate the Tandem demo pump pool / Pump Accelerator Program for the field sales team.
Provide on-site support for sales training classes and sales management meetings.
Provide a wide variety of administrative support for both sales management and the field sales team.
Gather and assemble information from a variety of sources, and prepare reports, manuals, agendas, correspondence and memoranda as needed.
Work with Finance and Purchasing departments to ensure all Marketing check requests, credit card purchase forms and invoices are approved and submitted in a timely manner.
Organize and maintain ordering process for sales supplies and marketing collateral for the field team.
Compile and key in monthly supply orders into CRM database.
Plan project processes and timelines to guide department resource management.
Build relationships with and support the interests of all stakeholders, while objectively managing brand project and task priorities.
Administer brand experience and creative task assignments and schedules using project management software.
Support platform publishing and content management of brand creative assets.
Document all interactions and calls into the CRM system in accordance with QA/RA and HIPAA guidelines.
Confirm completion of required training plan before assuming job responsibilities.
Continuously seek to improve systems, evaluate processes and methods and recommend best practices.
Provide feedback to management team on an as-needed basis.
Ensure work is performed in compliance with company policies including Privacy/HIPAA and other regulatory, legal, and safety requirements.