Executive Sales Assistant

• Temporary Full-Time Opportunity

OVERVIEW

Reporting to the Director of Sales, the Executive Sales Assistant provides high-level administrative and operational support to the Director of Sales and the Sales team. This role is responsible for coordinating sales administration, preparing executive-level presentations and reports, managing customer communications, and ensuring the efficient execution of sales-related activities. The incumbent serves as a key liaison between Sales, Customer Service, and customers, contributing to the overall effectiveness of the commercial team.

Performs any other related duties requested by the immediate supervisor, all in accordance with the internal procedures and policies.

RESPONSIBILITIES

• Provide comprehensive administrative support to the Director of Sales, including managing calendars, scheduling meetings, coordinating travel arrangements, and prioritizing correspondence.
• Support the administration and coordination of sales campaigns, ensuring timely execution and follow-up on key deliverables.
• Prepare professional sales presentations, proposals, reports, and other business documents for customer meetings and internal leadership presentations.
• Draft, edit, and distribute customer agreements, contracts, correspondence, presentations, memos, letters, forms, and other sales documentation while ensuring accuracy and confidentiality.
• Manage customer communications on behalf of the Director of Sales, responding to inquiries and coordinating follow-up actions as appropriate.
• Coordinate meetings with customers, internal stakeholders, and external partners, including preparing agendas, presentation materials, and meeting minutes where required.
• Monitor and maintain sales reports, customer information, project updates, and other business metrics to support decision-making.
• Assist with special projects and cross-functional initiatives, ensuring deadlines and project milestones are achieved.
• Develop and maintain effective working relationships with the Customer Service team, Sales team, and other internal departments to ensure seamless communication and customer support.
• Represent the Sales department by attending customer meetings, trade shows, conferences, and industry events as required.
• Maintain confidential information and exercise sound judgment when handling sensitive business matters.
• Continuously identify opportunities to improve administrative processes and enhance the efficiency of the Sales function.
• Perform other duties and special projects as assigned.
• BEHAVIOURS
• Excellent written and verbal communication skills.
• Demonstrate excellent ability of interpersonal communication, based on respect, diplomacy and discernment.
• Demonstrate a positive attitude and ability to remain calm in difficult situations.
• Demonstrate a good sense of planning and organization in work.
• Demonstrate thoroughness and attention to detail.
• Ability to exercise good judgment.
• Show initiative and be proactive.
• Ability to handle urgent and special situations.

QUALIFICATIONS

• College diploma or post-secondary education in Business Administration, Office Administration, Sales, or a related field.
• Minimum 3–5 years of experience providing executive or senior administrative support, preferably within a sales or commercial environment.
• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, Outlook, and Word.
• Strong organizational and project coordination skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills with strong attention to detail.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Professional, customer-focused, and proactive with exceptional interpersonal skills.
• Experience supporting senior executives and coordinating customer-facing activities is considered an asset.

This position may require business travel.