Executive Assistant & Sales Support

POSITION SUMMARY: 
We are seeking a highly organized, detail-oriented, and proactive professional to support both Sales Operations and Executive Leadership. This role combines administrative excellence with operational coordination, ensuring smooth sales processes and effective executive support. The ideal candidate is resourceful, adaptable, and able to manage multiple priorities while maintaining a high level of confidentiality and professionalism.

PRINCIPAL JOB DUTIES & RESPONSIBILITIES:
Executive Support
•    Manage complex executive calendars, including scheduling meetings, appointments, and events 
•    Coordinate domestic and international travel arrangements (flights, accommodations, itineraries) 
•    Prepare meeting agendas, presentations, and briefing materials 
•    Support meeting logistics, including room setup, technology, and catering 
•    Welcome and coordinate visitors, ensuring a professional experience 
•    Handle sensitive and confidential information with discretion 
•    Draft correspondence and act as a liaison between executives and internal/external stakeholders 
Sales Operations
•    Support sales team with reporting, tracking, or researching data 
•    Maintain ERP system, ensuring data accuracy and timely updates 
•    Assist with sales meetings, presentations, and customer-related activities 
Administrative & Office Support
•    Reconcile and submit expense reports in a timely and accurate manner 
•    Manage office supplies, vendors, and general workplace needs 
•    Assist with facility coordination and office organization 
•    Support company events, offsites, and internal meetings 
Fleet Management
•    Coordinate company vehicle usage, maintenance schedules, and registrations 
•    Track fleet records, insurance, and compliance requirements 
•    Serve as point of contact for fleet vendors and service providers 
•    Continuous replenishment of van inventory
Sample Inventory Control
•    Track and manage inventory of product samples 
•    Coordinate distribution of samples to sales teams, clients, and events 
•    Maintain accurate inventory records and reorder supplies as needed 
•    Ensure proper storage, organization, and accountability of materials

REQUIRED SKILLS, KNOWLEDGE AND EXPERIENCE:  
•    Requires a high school diploma or its equivalent with at least 5 years of related experience
•    Experience with ERP systems, JD Edwards is a plus
•    Microsoft Office experience, strong Excel skills preferred
•    Strong organizational and multitasking skills with attention to detail
•    Excellent written and verbal communication skills with all levels of personnel
•    Ability to work independently and adapt in a fast-paced environment
•    Analytical mindset with ability to interpret sales data and reports preferred

COMPETENCIES: 
•    Forward Thinking – Anticipating the implications and consequences of situations and taking appropriate action to be prepared for possible contingencies.
•    Analytical Thinking – Approaching a problem by using a logical, systematic, sequential approach.
•    Thoroughness – Ensuring that one’s own and other’s work and information are complete and accurate; careful preparation for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.
•    Attention to Communication – Ensuring that information is passed on to others who should be kept informed.
•    Interpersonal Awareness – Noticing, interpreting and anticipating others’ concerns and feelings, and communicating this awareness empathetically to others.
•    Personal Credibility – Demonstrated concern that one be perceived as responsible, reliable and trustworthy.

PHYSICAL REQUIREMENTS:  
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•    Written Comprehension — The ability to read and understand information and ideas presented in writing.
•    Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
•    Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
•    Speech Recognition — The ability to identify and understand the speech of another person.
•    Written Expression — The ability to communicate information and ideas in writing so others will understand.
•    Near Vision — The ability to see details at close range (within a few feet of the observer).
•    Speech Clarity — The ability to speak clearly so others can understand you.
•    Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
•    Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
•    Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
•    Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
•    Lifting/ Carry Weight - Must occasionally lift and/or move up to 25 lbs.
•    Attendance - Regular attendance is required. 
•    Overtime - Must be able to work overtime, as required.