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Vaco by Highspring · 3 hours ago

Executive Assistant

Grandview Heights, OH

Full-time

Onsite

New Grad, Entry Level

$28/hr - $32/hr

Vaco by Highspring is seeking an Executive Assistant to support the CEO and sales leader. The role involves managing schedules, coordinating travel, and assisting with sales operations and client management, as well as providing administrative support to the executive team.

Staffing & Recruiting

H1B Sponsor Likely

Hiring Manager

Lexi Miller

Responsibilities

Manage the CEO/sales leader's calendar, including scheduling meetings, coordinating travel arrangements, and organizing sales and marketing presentations

Prepare agendas, reports, presentations and follow-up materials for sales and executive meetings

Act as the primary point of contact for internal and external sales-related communications

Handle confidential and/or sensitive correspondence and communications

Maintain and renew all required certifications and business licenses

Maintain organized sales records and documentation

Creating, editing, and maintaining sales presentations, proposals, and contracts

Track sales metrics, client leads, and revenue goals using CRM systems (e.g., Pipedrive)

Monitor and manage the sales pipeline to ensure timely follow-ups and progression

Execute sales CRM campaigns using CRM software

Support the sales team in responding to prospective client inquiries and managing client accounts

Assist in onboarding new clients by coordinating contracts and communication

Maintain and update client contact databases, ensuring accuracy and confidentiality

Conduct market research to identify potential clients and industry trends

Assist in preparing competitor analysis and sales strategy presentations

Provide insights to improve sales approaches and outreach initiatives

Coordinate logistics for sales and marketing-related events, trade shows, and networking opportunities

Collaborate with and support the marketing team to develop promotional materials for sales campaigns

Ensure that all event follow-ups, including client communication, are executed

Coordinate and provide on site support for internal staff events

Provide administrative support to the sales and executive teams

Responsible for the inventory of office supplies/equipment and stock in the common areas of the office

Oversee maintenance of the office, ensuring that common office areas and technology is in working order

Act as the liaison between executives and business office vendors and partners such as HR, CFO, housekeeping, etc

Process and track company expense reports, reconcile credit cards, and coordinate staff billable hours for payroll

Manage incoming communications via company email and voicemail, determine action items and delegate accordingly

Greet visitors in the office

Qualification

CRM systemsMarket researchSales presentationsClient managementEvent coordinationAdministrative supportCommunication skills

Required