Executive Sales Assistant

• Full-time temporary opportunity

OVERVIEW

Reporting to the Sales Director, the Executive Sales Assistant provides high-level administrative and operational support to the Sales Director and the sales team. This role is responsible for coordinating administrative activities related to sales, preparing presentations and reports for management, managing client communications, and ensuring the smooth execution of sales activities. The incumbent acts as the primary liaison between the sales team, customer service, and clients, contributing to the overall efficiency of the sales team.

Performs any other tasks as requested by the immediate supervisor, in accordance with the company's internal procedures and policies.

RESPONSIBILITIES

• Provide complete administrative support to the Sales Director, including managing their schedule, planning meetings, coordinating travel arrangements, and tracking high-priority communications.
• Coordinate administrative aspects of sales campaigns, ensuring deadlines are met and key deliverables are tracked.
• Prepare professional presentations, proposals, reports, and other business documents for client meetings and management presentations.
• Draft, review, and distribute client agreements, contracts, correspondence, presentations, memos, letters, forms, and other sales-related documents, ensuring accuracy and confidentiality.
• Manage communications with clients on behalf of the Sales Director, respond to inquiries, and coordinate appropriate follow-ups.
• Organize meetings with clients, internal stakeholders, and external partners, including preparing agendas, presentation materials, and meeting minutes when required.
• Track and update sales reports, client information, ongoing projects, and key performance indicators to support decision-making.
• Participate in special projects and cross-functional initiatives, ensuring deadlines and milestones are met.
• Develop and maintain excellent working relationships with the Customer Service team, Sales team, and other departments to ensure smooth communication and high-quality customer service.
• Represent the sales department at client meetings, trade shows, conferences, and industry events as needed.
• Ensure the confidentiality of information and exercise discretion in handling sensitive files.
• Continuously identify opportunities to improve administrative processes and enhance sales activities' efficiency.
• Perform any other tasks or special projects assigned by the supervisor.

QUALIFICATIONS AND COMPETENCES

• Excellent written and verbal communication skills.
• Excellent interpersonal skills, based on respect, diplomacy, and discretion.
• Positive attitude and ability to remain calm in difficult situations.
• Excellent planning, organization, and priority management skills.
• Strong attention to detail and meticulousness.
• Good judgment and ability to make appropriate decisions.
• Initiative and proactive approach.
• Ability to manage urgent or special situations effectively.
• College diploma or post-secondary education in business administration, office administration, sales, or a related field.
• Minimum of three (3) to five (5) years of experience in an executive administrative support or senior management support role, ideally in a sales or commercial environment.
• Excellent proficiency in Microsoft Office suite, particularly PowerPoint, Excel, Outlook, and Word.
• Strong project organization and coordination skills, with the ability to manage multiple priorities in a dynamic environment.
• Excellent written and oral communication skills, with a strong emphasis on quality and accuracy.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Professional, customer-service-oriented, proactive approach with excellent interpersonal skills.
• Experience working with senior management and coordinating activities related to clients is an asset.

Note: This position may require business travel.