Executive Assistant

Our partner, a highly respected and renowned manufacturer and distributor, is seeking an Executive Administrative Assistant to support the Vice President of Sales at their Richardson, TX headquarters.

We are seeking a service-driven professional to manage office operations while providing direct executive administrative support to the VP of Sales. The ideal candidate will be exceptionally organized, prompt, and possess outstanding communication and relationship-building skills. This role demands a proactive approach, the ability to manage complex schedules, and a commitment to responding to communications efficiently.

Key Responsibilities:

Technology:

• Proficient in technology and software management.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, MS Teams, Zoom, etc.

Sales Support and Document Creation:

• Bring proven expertise in executive support and office management.
• Generate sales reports and analytics to assist Sales Executives in evaluating performance and identifying areas for improvement.
• Assist in creating presentations, reports, and other materials, collaborating with the design and marketing teams as necessary.
• Coordinate with marketing teams to create promotional materials and support sales campaigns.
• Administrative liaison with internal and external stakeholders regarding purchasing, personnel, facilities, and operations.
• Experience in a manufacturing facility or industry is beneficial.
• Available to work onsite Monday through Friday, with occasional remote work opportunities.
• Responsible for handling credit card transactions and payment reviews.
• Manage and approve expenses through Concur, including resolving discrepancies and obtaining necessary documentation like receipts.
• Ensure forms and client information are kept current.
• Manage, organize and send out company mailers, holiday cards, etc.
• Coordinate company photos and headshots, and create write-ups for employee anniversaries, and milestones.
• Assist with short-term special projects for other departments as needed.

Calendar Management, Scheduling and Coordination:

• Managing calendars for the Sales Executive, scheduling meetings, calls and appointments to optimize their time and productivity.
• Organize and schedule business meetings, events, and travel arrangements.
• Efficiently coordinate itineraries and meeting confirmations.

Travel and Meeting Coordination:

• Provide support for trade shows and major events.
• Coordinate travel arrangements, including booking flights, transportation, hotels, and catering for events.
• Itineraries and confirmations for events and travel.

Professionalism:

• Maintain a consistently professional presence and demeanor in all interactions with internal and external stakeholders.
• Demonstrate reliability, punctuality, and effective communication skills.
• Exhibit motivation and the ability to manage multiple tasks in a dynamic environment, with a focus on detail and strong organizational capabilities.
• Show strong interpersonal skills.

Organization:

• Demonstrate superior organizational skills in all aspects of work, utilizing technology tools.

Communication:

• Act as a liaison between clients and Sales Executives, ensuring prompt and professional communication.
• Exhibit excellent oral and written communication abilities.
• Manage email correspondence, ensuring responses are provided by the end of the business day.

Phone Handling:

• Display proficiency and courtesy in handling phone calls.
• Perform receptionist duties if required.

Initiative:

• Proactively address tasks and challenges, demonstrating confidence and assertiveness.

Education and Experience:

• A college degree is preferred, but relevant experience is highly valued.

Requirements:

• Minimum 10+ years demonstrated experience in a similar role.
• High level of confidentiality and discretion.
• Exceptional organizational and time-management skills.
• Strong communication skills, both verbal and written.
• Ability to work under pressure and meet tight deadlines.
• Confident and assertive, with the ability to take initiative.
• Proficient in calendar management and scheduling.
• Experience in coordinating travel and managing business meetings.
• A solid social media presence is a nice bonus, but not required.