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The Executive Assistant will provide high-level administrative and operational support to the Vice President of Sales & Marketing in a dynamic, results-driven environment. This role ensures that the VP can focus on strategic priorities by managing complex scheduling, communications, reporting, and event coordination. The Executive Assistant will act as a trusted partner, anticipating needs, maintaining confidentiality, and enabling operational efficiency across the Sales & Marketing function.
Primary Duties and Responsibilities
Executive Support & Coordination
Manage complex calendars, appointments, and travel arrangements (domestic and international).
Screen, prioritize, and respond to communications on behalf of the VP.
Draft, edit, and prepare correspondence, presentations, and reports.
Organize and maintain confidential records and files.
Meeting & Event Management
Coordinate internal and external meetings, including preparing agendas, briefing materials, and tracking follow-up actions.
Support logistics and planning for major events such as customer engagements, sales meetings, and industry conferences.
Liaise with internal teams and external partners to ensure seamless execution.
Business Support
Assist with the preparation of sales reports, dashboards, and performance updates.
Conduct research and compile data for strategic initiatives.
Maintain tracking systems for contracts, projects, and key action items.
Operational Excellence
Identify and implement process improvements to increase efficiency.
Manage expense reports, budget tracking, and vendor invoicing for the VPs office.
Ensure timely completion of deliverables by following up with stakeholders and coordinating priorities.
Qualifications
7+ years of executive assistant experience, including at least 3 years supporting senior executives in a large corporate environment.
Proven ability to manage complex schedules, competing priorities, and tight deadlines.
Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word); familiarity with ERP systems such as SAP preferred.
Strong written and verbal communication skills.
High degree of professionalism, discretion, and confidentiality.
Problem-solving ability with a proactive and anticipatory approach.
Experience in manufacturing, industrial, or B2B sales/marketing environments preferred.
Organization & Prioritization
Handles multiple high-priority tasks with accuracy and efficiency. Relationship Management
Builds trust and maintains positive working relationships with internal teams, customers, and external partners. Proactive Mindset
Anticipates needs and takes initiative rather than reacting. Discretion
Exercises sound judgment and protects sensitive information. Business Savvy
Understands the sales and marketing function and its impact on business results.
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Handles multiple high-priority tasks with accuracy and efficiency. Relationship Management
Builds trust and maintains positive working relationships with internal teams, customers, and external partners. Proactive Mindset
Anticipates needs and takes initiative rather than reacting. Discretion
Exercises sound judgment and protects sensitive information. Business Savvy
Understands the sales and marketing function and its impact on business results.
#J-18808-Ljbffr