Overview

The Executive Assistant will provide high-level administrative and project support to the Executive Vice President of Sales and Marketing, with responsibilities spanning executive support, data analysis, event coordination, and marketing materials management.

Job Responsibilities

• Provide comprehensive administrative support primarily to the Executive Vice President of Sales and Marketing;.
• Collaborate with sales and/or accounting team members to acquire reports and analysis of key customer performance and market trends;
• Assist the sales team with project management as needed, ensuring seamless interaction with all areas of our business;
• Work with sales team to generate presentations for customer visits and business reviews;
• Organize and manage meeting set up for customer visits, ensuring meticulous attention to details;
• Coordinate and oversee all requirements for trade shows, working with R&D, sales team, accounting team, and third-party marketing groups;
• Design and coordinate printing of various company materials, including presentations, business cards, signage, forms, mailers, product brochures, and flyers;
• Serve as primary point of contact for promotional items and corporate wearables;
• Make travel arrangements as necessary for sales and customer support meetings;
• Ability to work unsupervised to ensure the Executive Vice President and sales team is supported and work is completed in a timely manner;
• Manage and maintain the executive’s schedule, including meetings, appointments, and travel arrangements;
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive;
• Prepare and edit correspondence, reports, presentations, and other documents as needed;
• Coordinate and facilitate meetings, ensuring agendas, materials, and minutes are prepared in a timely manner;
• Handle confidential information with a high level of discretion and professionalism;
• Conduct research and compile data to support decision-making processes;
• Assist with project management tasks and follow up on key action items;
• Manage expense reports, invoices, and other financial documentation;
• Maintain and organize electronic and paper files for easy access and retrieval;
• Perform other required tasks as assigned.

Job Requirements

• Bachelor’s degree in business administration, Communications, or a related field preferred;
• Proven experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior executives;
• Excellent verbal and written communication skills;
• Strong organizational and time-management abilities;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and other relevant software;
• Working knowledge of Adobe Photoshop, Illustrator, Acrobat Pro, and InDesign;
• Ability to handle multiple tasks and meet deadlines in a fast-paced environment;
• High level of discretion and integrity in handling sensitive information;
• Strong problem-solving skills and attention to detail;
• Ability to work independently and collaboratively as part of a team.