The Executive Assistant will provide high-level administrative and operational support to the Vice President of Sales & Marketing in a dynamic, results-driven environment. This role ensures that the VP can focus on strategic priorities by managing complex scheduling, communications, reporting, and event coordination. The Executive Assistant will act as a trusted partner, anticipating needs, maintaining confidentiality, and enabling operational efficiency across the Sales & Marketing function.

Primary Duties and Responsibilities

• Executive Support & Coordination
• Manage complex calendars, appointments, and travel arrangements (domestic and international).
• Screen, prioritize, and respond to communications on behalf of the VP.
• Draft, edit, and prepare correspondence, presentations, and reports.
• Organize and maintain confidential records and files.
• Meeting & Event Management
• Coordinate internal and external meetings, including preparing agendas, briefing materials, and tracking follow-up actions.
• Support logistics and planning for major events such as customer engagements, sales meetings, and industry conferences.
• Liaise with internal teams and external partners to ensure seamless execution.
• Business Support
• Assist with the preparation of sales reports, dashboards, and performance updates.
• Conduct research and compile data for strategic initiatives.
• Maintain tracking systems for contracts, projects, and key action items.
• Operational Excellence
• Identify and implement process improvements to increase efficiency.
• Manage expense reports, budget tracking, and vendor invoicing for the VP’s office.
• Ensure timely completion of deliverables by following up with stakeholders and coordinating priorities.

Qualifications

• 7+ years of executive assistant experience, including at least 3 years supporting senior executives in a large corporate environment.
• Proven ability to manage complex schedules, competing priorities, and tight deadlines.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word); familiarity with ERP systems such as SAP preferred.
• Strong written and verbal communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Problem-solving ability with a proactive and anticipatory approach.
• Experience in manufacturing, industrial, or B2B sales/marketing environments preferred.

Key Competencies

• Organization & Prioritization – Handles multiple high-priority tasks with accuracy and efficiency.
• Relationship Management – Builds trust and maintains positive working relationships with internal teams, customers, and external partners.
• Proactive Mindset – Anticipates needs and takes initiative rather than reacting.
• Discretion – Exercises sound judgment and protects sensitive information.
• Business Savvy – Understands the sales and marketing function and its impact on business results.