Sales Executive Assistant

Summary

The Sales Executive Assistant provides high-level administrative and operational support to the VP of Business Development and the Sales team. This role helps coordinate sales initiatives, analyze sales and margin data, support vendor and customer communications, and assist in tracking key business performance metrics. The ideal candidate is highly organized, detail-oriented, and proactive, with strong analytical and communication skills to support sales operations and business development initiatives. The position will be reporting to the VP of Business Development.

Education and Experience Requirements

• High School Diploma or equivalent (Required)

• Associate degree in business or related field of study (Preferred)

• 3 years of experience in an administrative role.

• Understanding of applicable computer and software applications

• High level of attention to detail and accuracy.

• Excellent written communication skills, particularly for customer and vendor correspondence.

• Process-oriented mindset with interest in identifying and improving operational efficiencies.

• Strong interpersonal skills with the ability to collaborate effectively with internal teams and external partners.

• Positive, professional attitude and team-oriented approach.

Knowledge, Skills, and Abilities

• Administrative and office procedures and systems such as word processing, managing files and records, note taking, and transcription, designing forms, and workplace terminology.

• Basic to moderate understanding of software applications such as Microsoft Suite.

• Verbal and written communication skills, interpersonal and customer service skills, organizational skills and attention to detail. Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Responsibilities

• Manage calendar scheduling, meetings, and priority coordination for the VP of Business Development.

• Assist in prioritizing projects and initiatives to support departmental goals.

• Support execution and tracking of sales initiatives, vendor programs, and promotional activities.

• Prepare and distribute sales summaries, margin reports, vendor performance recaps, and category reviews.

• Assist with tracking customer sales trends by brand, promotion performance, and initiative results.

• Track new business opportunities, sales pipeline activity, and follow-up deadlines.

• Assist in preparation of materials for vendor presentations, sales meetings, and customer meetings.

• Serve as a liaison between vendors and internal teams to support communication and coordination.

• Monitor vendor and company fill rates and help identify service-level issues.

• Support internal communication regarding sales program rollouts and updates.

• Assist with planning and coordination of trade shows and industry events (e.g., Global, SuperZoo, Open House).

• Pull and analyze sales data by brand, category, and customer.

• Support margin tracking, volume forecasting, and promotional performance reporting.

• Track rebates, SPIFF programs, and promotional incentives; provide updates to the sales team and vendors.

• Maintain and update internal documentation, including standard operating procedures (SOPs).

• Conduct monthly web store audits including adding new items, removing discontinued items, and maintaining product listings.

• Maintain brand pages and other content updates on the company website.

• Assist with email marketing list maintenance and monthly audits through Mailchimp.

• Track product movement related to key initiatives and provide updates to vendors and the sales team.

• Coordinate donation requests for products approved or provided by manufacturers.

• All other duties as assigned

Essential Job Functions

• Analyze and interpret sales, margin, and promotional data using spreadsheets and reporting tools.

• Maintain accurate records and tracking systems for sales initiatives, vendor programs, and promotions.

• Coordinate schedules, meetings, and communications for leadership and cross-functional teams.

• Support vendor and customer interactions through professional written and verbal communication.

• Manage multiple projects and deadlines in a fast-paced environment.

• Maintain organized documentation and ensure accuracy of reports and data tracking.

• Provide proactive administrative and operational support to the sales department.

• Prepare event materials, such as flyers or invitations.

• Use computers for various applications, such as database management or word processing.

• Conduct searches to find needed information, using sources like the internet.

• Routine and regular onsite or scheduled attendance.

• All other duties as assigned.

Schedule and Benefits