EXECUTIVE SALES ASSISTANT

Mansfield Oil Company - Gainesville, FL

Full-time

Hybrid - Gainesville, FL

Chemical Manufacturing

About the position

The Executive Sales Assistant provides high-level administrative support to the company's Sales & Marketing Executive Leader and his Sales Leadership Team (SLT), assisting with the daily operations of the sales department. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. The Executive Sales Assistant will also be responsible for coordinating sales activities, managing schedules, and supporting the sales team to ensure smooth and efficient operations. In this position, the Executive Sales Assistant will manage and maintain the SLT's calendars, schedule meetings, and arrange travel itineraries. They will prepare and edit correspondence, communications, presentations, and other documents, as well as handle incoming calls and emails, responding on behalf of the Executive Leader when appropriate. The role also involves coordinating and facilitating customer interactions and follow-ups on behalf of the Executive Leader. Additionally, the Executive Sales Assistant will coordinate and track sales activities, including lead management, sales reporting, and follow-up tasks. They will compile and analyze sales data, generating reports and dashboards for the SLT, and maintain an organized electronic filing system for easy retrieval of information. Ensuring data integrity and accuracy in all sales-related databases and records is also a critical responsibility. The role includes assisting in planning and coordinating sales meetings, conferences, and events, handling logistics for sales events, including venue selection, catering, and materials preparation. The Executive Sales Assistant will manage registration and attendee communication for sales events and meetings. Furthermore, they will participate in special projects and initiatives as assigned by the Executive Leader, conducting research and gathering information to support sales strategies and decision-making, while collaborating with other departments to ensure alignment and effective communication.

Responsibilities

• Manage and maintain the SLT's calendars, schedule meetings, and arrange travel itineraries.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming calls and emails, responding on behalf of the Executive Leader when appropriate.
• Coordinate and facilitate customer interactions and follow-ups on behalf of the Executive Leader.
• Coordinate and track sales activities, including lead management, sales reporting, and follow-up tasks.
• Compile and analyze sales data, generating reports and dashboards for the SLT.
• Maintain organized electronic filing system for easy retrieval of information.
• Ensure data integrity and accuracy in all sales-related databases and records.
• Assist in planning and coordinating sales meetings, conferences, and events.
• Handle logistics for sales events, including venue selection, catering, and materials preparation.
• Manage registration and attendee communication for sales events and meetings.
• Participate in special projects and initiatives as assigned by the Executive Leader.
• Conduct research and gather information to support sales strategies and decision-making.
• Collaborate with other departments to ensure alignment and effective communication.

Requirements

• High School diploma or equivalency required; Bachelor's Degree or an MBA desired.
• 2+ years supporting Executives including either a Vice Presidents and/or Sr Vice President level or higher.
• Expert proficiency with calendar management.
• Minimum of 45 wpm typing skills.
• Proven ability to handle confidential information with discretion.
• Adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
• Proficient in Microsoft Office (Word, Excel, and Power Point); Adobe - MS Project experience a plus.
• Strong organizational skills with a keen eye for detail.
• Exceptional adaptability in fast-paced environments.
• Effective verbal and written communication skills.
• Proficient conflict resolution abilities for productive outcomes.
• Maintains professionalism across diverse situations.
• Demonstrates leadership and earns trust from senior management.
• Consistently meets tight deadlines with ease.
• Exceptional grammar, spelling, and punctuation knowledge.
• Active listener and independent executor of instructions.
• Competent in writing, transcribing, and recording minutes.
• Skilled in delivering impactful presentations.
• Strong attention to detail and efficient task prioritization.
• Thrives under pressure, making sound decisions.
• Proactively solves problems and demonstrates emotional maturity.
• Highly resourceful, excels both independently and within a team.
• Forward-thinking, identifying and proposing solutions.