Executive Assistant

Executive Assistant to the Sales Director Full-time | Remote(Offshore) | 8am-5pm AEST Business Hours About Company X Company X isa fast-growing leader in B2B design and manufacturing, known for premium products and reliable client execution—from initial showroom tours to final, complex fit-outs. Our Sales team, led by the Director, is the engine of our success. We are looking for a strategic partner to support them and help drive our next phase of growth. The Opportunity: Your Impact at Company X This is not a traditional EA role. We are looking for a strategic business partner for our Sales Director. You will be their force multiplier, gatekeeper, and trusted operational right-hand. Your mission is to unlock 30%+ of the Sales Director’s time, enabling them to focus on high-impact client wins, strategic planning, and team leadership. You will achieve this by owning complex coordination, managing our sales data in our CRM system, and executing proactively. This is the ideal role for a seasoned EA from a fast-paced B2B sales environment who is ready to make a tangible, measurable impact. Core Responsibilities Strategic Calendar & Executive Rhythm Management Full Ownership: Proactively manage Sales Director’s calendar, scheduling key client meetings, blocking strategic buffer time (e.g., 30% for deep work), and allocating dedicated slots for team coaching. Professional Gatekeeping: Triage requests, resolve scheduling conflicts, and prepare daily briefings (top priorities, client intel, and logistics). Travel & Event Coordination: Manage all travel arrangements, detailed itineraries, budgets, and client hospitality (lunches, showroom tours, demos). Executive Coordination: Align Sales Director’s schedule with the wider Company X executive team, ensuring seamless coordination for leadership meetings and off‑sites. Sales Intelligence & CRM Management CRM Ownership: Own our sales CRM data. Monitor 100% of quotes, ensure data accuracy, and maintain zero overdue items in the CRM system. Proactive Follow‑ups: Actively chase the sales team on key quotes and updates, delivering daily and weekly summaries to Sales Director for rapid monitoring and decision‑making. Advanced Reporting: Generate insightful sales dashboards, forecasts, and KPI analyses (win rates, pipeline velocity, trends), flagging both risks and opportunities directly to Sales Director. Pipeline Guardianship: Audit data integrity and contribute to monthly sales forecasts and strategic reviews. Sales Team Enablement & Project Coordination Coordinate Team Cadence: Own the logistics and tracking for team huddles, training sessions, and new‑hire onboarding—manage agendas, minutes, and action items. Document & Content Support: Prepare and proofread client‑facing proposals, pitch decks, and tenders, ensuring they are 100% brand‑aligned and collaborative with our design and manufacturing teams. Client Logistics: Coordinate all showroom visits and product demos. Special Projects: Lead and support key sales initiatives, such as new campaigns, key account expansions, or market entry research. Executive Communications & Strategic Support Strategic Research: Profile key prospects, research competitors, and analyze tenders; prepare executive briefs on new opportunities. Inbox Management: Triage and filter Sales Director’s high‑volume email and phone calls, drafting responses and handling routine communications. Stakeholder Communication: Professionally manage relations with key clients, partners, and Company X executives. Administrative Support: Handle all expenses (99%; all reports are 100% on‑time. Pipeline Velocity: A measurable increase (e.g., +20%) in pipeline velocity, driven by your follow‑ups and insights. Execution: Zero logistic failures on travel, events, or client meetings, measurable boost in sales team NPS. What You Bring to Company X Essential Experience & Skills: 5+ years as an Executive Assistant supporting a Sales Director or C‑suite executive, preferably in a fast‑paced B2B environment. Expert‑level mastery of a CRM system is non‑negotiable. High proficiency with Google Workspace, MS Office, and Zoom. Ability to work full‑time during 8am-5pm AEST business hours is essential. A degree in Business, Marketing, or a related field is highly preferred. Bonus points for experience with Tableau/Power BI or project management tools like Asana/Notion. What We’re Looking For (Mindset): (These are as important as your skills) Foresight: You anticipate needs and prevent problems. Nothing falls through the cracks. Ownership: You are a self‑starter who takes initiative. Communication: You are succinct, confident, and professional. Resilience: You are calm and focused under pressure. Discretion: You will handle highly confidential sales data, pipeline information, and client deals. #J-18808-Ljbffr