Executive Sales Operations Coordinator

Job Summary

The Executive Sales Operations Coordinator serves as a trusted business partner to executive leadership, providing administrative, operational, and project coordination support across executive operations, business development, proposal management, sales operations, and customer engagement. The Executive Sales Operations Coordinator ensures the efficient execution of strategic priorities by coordinating executive schedules, meetings, travel, reports, proposals, business documentation, and cross-functional initiatives.

Essential Responsibilities

• Executive Administration and Leadership Support
  • Manage executive calendars, priorities, meetings, travel, and daily administrative operations
  • Prepare executive reports, dashboards, presentations, spreadsheets, and briefing materials
  • Coordinate executive approvals, signatures, action items, and follow up activities
  • Support confidential strategic initiatives and executive level projects
  • Organize leadership meetings and maintain executive documents
• Sales Operations and Business Development
  • Coordinate activities across Sales, Business Development, Capture, Proposal Management, Contracts, Finance, Operations, and Executive Leadership
  • Maintain CRM data integrity, opportunity tracking, forecasting, pipeline reporting, and executive dashboards
  • Monitor procurement portals, customer communications, solicitation amendments, and business opportunity updates
  • Assist leadership with sales reporting, forecasting, and operational analytics
• Proposal and Contract Support
  • Coordinate proposal schedules, compliance reviews, document collection approvals, and submission activities
  • Maintain proposal libraries, resumes, certifications, pricing files, and contract documentation
  • Support RFIs, Sources Sought responses, RFQs, RFPs, contract awards, modifications, and transition activities
  • Ensure documentation is organized, version controlled, and submission ready
• Communications and Relationship Management
  • Draft, edit, proofread, and format executive correspondence, presentations, reports, and meeting summaries
  • Coordinate communications with customers, OEM partners, subcontractors, vendors, and internal teams
  • Foster productive working relationships across departments while maintaining professionalism and confidentiality
• Meeting, Travel, and Project Coordination
  • Coordinate customer meetings, executive meetings, Microsoft Teams sessions, conferences, demonstrations, and company events
  • Arrange travel logistics including airfare, lodging, rental vehicles, registrations, itineraries, and expense reporting
  • Prepare agendas, meeting minutes, decision logs, and action trackers while ensuring timely follow up
• Administrative Excellence and Process Improvement
  • Maintain organized electronic filing systems and operational records
  • Recommend workflow improvements that enhance efficiency, collaboration, and document quality
  • Demonstrate initiative, professionalism, adaptability, and attention to detail while supporting evolving business priorities
• Perform additional duties and special projects as assigned.

Required Skills and Abilities

• High school diploma or equivalent required (Associate degree, professional certification, or relevant experience preferred)
• Two or more years of experience in executive support, administrative coordination, project coordination, office management, or business operations
• Exceptional organization, planning, and time management skills
• Excellent written and verbal communication skills
• Strong proficiency preparing reports, presentations, spreadsheets, and business documents
• Ability to manage confidential information with discretion and professional
• Experience coordinating executive calendars, meetings, and travel
• Ability to work independently while collaborating effectively across departments
• Proficiency with Microsoft Office and Adobe Acrobat
• Experience using or the ability to quickly learn CRM platforms (Ex. Salesforce or HubSpot)
• Must be a U.S. Citizen with the ability to obtain and maintain a U.S. Government Top Secret Security Clearance

Preferred Qualifications

• Experience supporting executive leadership
• Experience within Federal Government contracting or professional services
• Familiarity with proposal coordination, or business development processes
• Experience using Salesforce, HubSpot, SharePoint, Microsoft Teams, or document management platforms
• Demonstrated ability to improve administrative processes and workflows

Required Education and Experience

• Bachelor's degree in Business, Marketing, Communications, or a related field with 5+ years of professional sales or business development experience, including 2+ years of leadership experience; or
• Associate degree with 7+ years of progressively responsible sales experience, including leadership responsibilities; or
• An equivalent combination of education, training, and experience demonstrating the knowledge and skills necessary to successfully perform the essential functions of the position

Work Location and Travel

• The position is primarily remote, but is required to be within the Greater Nashville Metropolitan area
• For the first 30 days, this role will work onsite with the Executive Vice President, Sales to facilitate onboarding, training, and integration into company operations
• Beyond the first 30 days, this role has the ability to transition to a primarily remote schedule with occasional in person meetings needed as required
• Occasional travel for customer meetings, conferences, company events, and/or training

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of standard office equipment
• Must be able to lift 15 pounds at times
• Ability to communicate effectively in person, by telephone, and through electronic communication