Executive Administrative Assistant - Sales

Requisition Summary

Supports the Sales team and senior leadership in organizing and coordinating sales-related activities and administrative processes. This role regularly interfaces with customers, PACCAR executives, and visitors, requiring a professional, collaborative, and customer-focused communication style.

• Provide administrative support to the Sales team, Inside Sales staff, and Executive leadership, supporting approximately 70 personnel.
• Collaborate with Marketing to develop and distribute sales collateral and support related projects.
• Support Inside Sales operations by managing office supplies, calendar orders, purchase orders (POs), and check requests.
• Oversee procurement, receiving, and shipping of business cards, promotional items, customer gifts, and all Sales department materials. Administer purchase orders, check requests, DAVIE license orders, and overall sales purchases.
• Process IT and service requests for Sales personnel and coordinate administrative workflows related to onboarding, transfers, and retirements. Maintain internal communication platforms to facilitate efficient information sharing.
• Coordinate and execute sales plant tours and pilot reviews, managing all logistics including chassis handling, vehicle detailing, venue bookings, catering, accommodations, customer gifts, and related dinner reservations.
• Provide broad administrative support including call screening, correspondence, report and presentation preparation, file management, travel planning, and meeting coordination. Prepare executive-level presentations and complex agendas to support department managers and staff.

• Manage complex travel itineraries, calendar scheduling, meetings, and oversee executive expense report submission and reconciliation in line with company policies.
• Maintain professionalism and confidentiality when handling sensitive information.
• Ensure compliance with corporate licensing requirements and regulatory standards.
• Plan, coordinate, and support major department events such as conventions, customer tours, Mid-Year Sales Meeting, Dealer Sales Council, and National Sales Meeting.
• Arrange accommodations, transportation, and catering services for events and travel, including hotel bookings, car services, meal reservations, and on-site catering.
• Negotiate, coordinate, and execute event contracts to secure necessary services and venues.
• Assist with event registration and manage logistics for off-site meetings.
• Provide occasional break relief support for the Receptionist as needed.

• High School diploma/GED equivalent required, Bachelor's degree preferred.
• 1+ years of experience required.
• Advanced working knowledge of Microsoft Office, including MS Access, MS Excel, MS Word, and MS PowerPoint.
• High attention to detail and excellent organizational skills.
• Ability to regularly multi-task and prioritize, working with minimum supervision.
• Ability to maintain composure and provide quality product under pressure.
• Ability to maintain confidentiality.
• Ability to compile large amounts of data received from multiple sources into concise, accurate reports utilizing technical skills (pivot tables, queries, downloads, etc.).
• Ability to communicate effectively with all levels of management.
• Excellent verbal and written communication skills.

As a U.S. PACCAR employee, you have a full range of benefit options including:

• 401k with up to a 5% company match
• Fully funded pension plan that provides monthly benefits after retirement
• Comprehensive paid time off - minimum of 10 paid vacation days (additional days are provided with additional seniority/years of service), 12 paid holidays, and sick time
• Tuition reimbursement for continued education
• Medical, dental, and vision plans for you and your family
• Flexible spending accounts (FSA) and health savings account (HSA)
• Paid short-and long-term disability programs
• Life and accidental death and dismemberment insurance
• EAP services including wellness plans, estate planning, financial counseling and more
• This position is also eligible for a holiday gift.

PACCAR is an E-Verify & Equal Opportunity Employer/Protected Veteran/Disability corporation. Peterbilt promotes Diversity and Inclusion through mentorship, events, and affinity support groups - The Diversity Council, Peterbilt Women's Initiative (PBWIN), Veterans Group, Peterbilt Black Organization for Leadership & Development (B.O.L.D.), and ADVOCATE (an LGBTQ+ support group).

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