Executive Administrative Assistant

Day-to-Day Duties and Responsibilities

• Manage the SVP's complex calendar, including scheduling internal and external meetings, resolving conflicts, and prioritizing commitments
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries
• Screens and manages incoming calls, emails, and meeting requests with professionalism and discretion
• Prepare meeting agendas, capture minutes, and track follow-up action items
• Handle confidential information with the highest level of integrity
• Assist the sales team with preparation of proposals, pitch decks, and client-facing materials
• Maintain and update CRM records, ensuring data accuracy and timely entry of leads, contacts, and opportunity stages
• Cook up and track the progress of sales activities, including follow-ups, pipeline reporting, and deal status updates
• Liaise with internal departments (marketing, finance, operations) to support the sales process and ensure smooth client onboarding
• Prepare sales reports, dashboards, and performance summaries for leadership review
• Support planning and logistics for client events, trade shows, and team off-sites
• Serve as a central point of contact and resource for internal teams seeking SVP guidance or approvals
• Assist with inventory and sample arrivals as needed.

Qualifications

• 5-8 years of experience in an executive assistant, administrative, or sales support role
• Demonstrated proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) or Google Workspace
• Hands-on experience with a CRM platform (Salesforce, HubSpot, or equivalent)
• Comfort using AI-powered tools to enhance productivity (e.g., Copilot, ChatGPT, Notion AI, or similar)
• Experience with virtual meeting and collaboration platforms (Zoom, Teams, Google Meet)
• Proficiency with digital document management, e-signature tools, and cloud-based file systems
• Experience with Adobe Creative Cloud (Photoshop, Illustrator, InDesign) a plus
• Strong analytical skills with the ability to build clear reports and summaries from data
• Exceptional written and verbal communication skills
• High attention to detail, strong organizational instincts, and the ability to manage competing priorities
• Must enjoy working in a fast-paced team environment. Solid research and problem-solving skills
• Ability to multi-task and take initiative in resolving challenges
• Strong computer skills, with the ability to learn other internal database programs

Preferred

• Associate's or Bachelor's degree in Business Administration, Information Technology, or a related field
• Experience with workflow automation tools such as Zapier, Power Automate, or similar
• Familiarity with project management platforms (Asana, Monday.com, Notion, or Smartsheet)
• Exposure to sales enablement tools (Outreach, SalesLoft, Gong, or equivalent)
• Experience building dashboards or reports in Excel, Google Sheets, or a BI tool