Executive Assistant To Sales & Marketing Head

Job Description for an Executive Assistant to the Sales Head:

Job Title: Executive Assistant to the Sales Head

Location: Navi Mumbai

Department: Sales

Reports To: Sales Head

Position Overview:

The Executive Assistant to the Sales Head provides comprehensive administrative support to the Sales Head, ensuring the smooth and efficient running of the sales department. The EA will assist with scheduling, communication, and various tasks aimed at optimizing the Sales Head's efficiency. The role demands a highly organized and proactive individual with excellent communication skills and the ability to manage multiple responsibilities in a fast-paced environment.

Key Responsibilities:

1. Executive Support:
• Manage the calendar and schedule of the Sales Head, coordinating meetings, appointments, and events.
• Prioritize and prepare materials for meetings, including agendas, presentations, and follow-up action items.
• Anticipate the Sales Head's needs, assisting in daily tasks to ensure smooth and efficient operations.
2. Communication Management:
• Screen phone calls, emails, and correspondence directed to the Sales Head, ensuring urgent matters are promptly addressed.
• Draft, proofread, and send communication on behalf of the Sales Head, ensuring clarity, professionalism, and alignment with company tone.
• Serve as the point of contact between the Sales Head and internal/external stakeholders, including clients, sales teams, and leadership.
3. Sales Team Coordination:
• Assist in coordinating meetings, training sessions, and events for the sales team, ensuring all logistics are handled.
• Track sales-related tasks, action items, and follow-ups from team meetings, ensuring timely execution.
• Help with the collection and distribution of sales reports and performance data, ensuring information is readily available for decision-making.
4. Travel & Event Coordination:
• Arrange domestic and international travel for the Sales Head, including booking flights, accommodations, and ground transportation.
• Ensure all travel arrangements align with the Sales Heads schedule, preferences, and meeting requirements.
• Assist in organizing events, conferences, and client visits, managing logistics and ensuring a seamless experience.
5. Sales Reporting & Documentation:
• Prepare and maintain accurate sales documents, reports, and presentations for the Sales Head.
• Assist with data entry, sales forecasting, and tracking key performance indicators (KPIs).
• Organize and maintain a filing system for sales-related documents and contracts.
6. Follow-Up:
• Support in managing key client accounts and follow up on sales opportunities, meetings, or agreements.
• Maintain a client database and ensure it is up-to-date for internal reporting.
7. Administrative Support:
• Handle the preparation of administrative tasks for the Sales Head.
• Assist with organizing internal meetings, conferences, and team-building activities.
• Perform general office duties, such as filing, ordering office supplies, and maintaining the executives workspace.

Skills and Qualifications:

• Educational Requirements: Bachelors degree or Masters degree (Preferred).
• Experience: 3+ years of experience as an Executive Assistant or in a similar role.
• Skills:
• Strong organizational skills and the ability to manage multiple priorities effectively.
• Excellent communication (written and verbal) and interpersonal skills.
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and familiarity with sales-related software.
• Ability to work independently, take initiative, and handle confidential information with discretion.
• Attention to detail and high standards for accuracy in reporting and communications.