Sales - Executive Assistant

Sales - Executive Assistant

Summary:  The Executive Assistant will manage travel and meeting arrangements, maintain an organized and detailed calendar, and oversee the task list for the business unit executive. This role also includes managing the customer relationship system, preparing presentations, conducting research, and compiling reports with precision and a strong focus on prioritization. The successful candidate will demonstrate proactivity, exceptional organizational skills, and superior written and verbal communication abilities. The Executive Assistant will contribute to the seamless and efficient operation of the team on a day-to-day basis.

Key Job Responsibilities:

• Manages the executive's appointment schedule by coordinating and scheduling meetings, conferences, teleconferences, and travel arrangements.
•  Optimizes the executive's time by  reviewing, researching and directing correspondence; drafting letters and documents; gathering and analyzing information; initiating communications.
• Prepares Power Point presentations.
• Monitor and follow up on assigned tasks with team members to ensure timely completion
• Monitors and analyzes the teams entries in the CRM customer relationship management system.
• Establishes and maintains filing and retrieval systems to provide historical reference; documents and records meeting discussions.
• Monitors and tracks status of contractual documents.
• Manages and updates business unit SharePoint site.
• Organizes and prepares team meetings.
• Prepares and submits expense reports for timely reimbursement.
• Manages overview of regional team travel plans and activities.
• Prepares purchase order requisitions in SAP.
• Coordinates special internal and external events, handling all aspects including messaging, invitations and logistics such as venue selection, agenda preparation, catering, guest list, etc.
• Oversees all logistics from start to finish, including hotel reservations, communication with sales managers, coordination of show services, booth presence, shipment scheduling , and management of promotional items and brochures. Additionally, maintains annual list of conferences and events.

Required Education and Experience:

• Bachelor's degree  from four-year college or university preferred, but not required.
• 3-5 years of experience providing administrative support to senior executives, preferably in a technical or engineering environment.

Desired Experience:

• Proficiency in Spanish is preferred; German language skills are a plus.

• Experience liaising with internal and external stakeholders, including clients, vendors, and regulatory bodies.

• Experience with basic graphic design and/or marketing experience
• Knowledge of the utilities, engine or power generation industry, including key players, the regulatory landscape , and industry-specific terminology.

Required 3^rd party Certifications/Qualifications: None

Software & Application Requirements

• High proficiency in MS Office 365 Environment (Outlook, PowerPoint, Word, Excel)
• SAP experience a plus

Other skills:

• Strong problem-solving and organizational skills, with the ability to proactively anticipate needs, manage multiple priorities, and meet deadlines while remaining calm under pressure.
  • Exceptional communication skills (both written and verbal), attention to detail, and a high level of discretion in handling confidential information.
  • Resourceful and adaptable, with a flexible, proactive approach to finding solutions and contributing to team collaboration.
  • Self-starter with excellent multitasking abilities, able to work independently and effectively in a dynamic environment.

Physical Requirements:

Ability to lift a box up to 25 pounds, actual packing a shipping crate for conferences.