Executive Assistant
Listed on 2026-01-01
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Administrative/Clerical
Business Administration -
Sales
Business Administration
Key Responsibilities
- Manage the CEO/sales leader’s calendar, 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.
- Create, edit, and maintain 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 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 are 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.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign‑born residents and veterans to apply.
EEO NoticeVaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions and/or to receive other benefits and privileges of employment, please contact
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
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