Executive Assistant

Job Summary

As the Executive Assistant to the Vice President of Sales, you will serve as a trusted partner who helps keep executive priorities, sales operations, and key initiatives moving forward. You will manage a dynamic calendar and travel schedule, prepare decision-ready reports and materials, coordinate follow-up on important commitments, and play a lead role in planning sales events, leadership meetings, and incentive programs.

This role is well suited for someone who enjoys taking ownership, solving problems, working with accurate information, and bringing complex projects through completion. You will work at the center of a fast-paced sales organization where you can become deeply knowledgeable about the work you support, identify issues before they become roadblocks, and turn information into action. You will have the autonomy to anticipate needs and manage important responsibilities while maintaining a high level of accuracy, confidentiality, and professionalism.

You will thrive in this role if you:

• Like having ownership of your work and the independence to figure out how to get things done.
• Naturally notice errors, inconsistencies, missing information, and details others may overlook.
• Prefer facts and accurate information over assumptions.
• Enjoy researching unfamiliar topics, learning how things work, and becoming highly knowledgeable in your area.
• Enjoy solving problems and working through projects with multiple moving parts.
• Take pride in producing work that is accurate, complete, polished, and ready for executive use.
• Work well in a fast-paced environment where priorities can change and several projects may be moving at once.
• Enjoy variety and are comfortable moving between data, executive support, project coordination, travel, meetings, and event logistics.
• Prefer clear expectations and accountability while having the autonomy to own your responsibilities.
• Follow through on commitments and want to know that work has been completed correctly.
• Communicate directly, professionally, and with discretion.
• Are comfortable working independently while coordinating with executives, internal teams, vendors, and external partners when needed.

These skills will be used to:

• Manage the Vice President of Sales' calendar, meetings, travel, business commitments, and day-to-day executive priorities.
• Monitor communications when the Vice President of Sales is traveling or in the field, identify important follow-ups, and help keep decisions and workflows moving forward.
• Compile sales and division data into concise, decision-ready summaries and identify trends, projections, or results that require attention.
• Review reports, budgets, presentations, and supporting documentation for accuracy and coordinate the resolution of reporting discrepancies.
• Prepare meeting agendas, presentations, pre-reading materials, reports, and other executive communications.
• Attend designated meetings, capture decisions and action items, confirm follow-up responsibilities, and track commitments through completion.
• Coordinate executive travel, including transportation, lodging, itineraries, and related logistics.
• Plan and execute sales events, leadership summits, incentive trips, and other programs, managing venues, meals, travel, agendas, materials, communications, and post-event follow-up.
• Develop and maintain event project plans, timelines, budgets, vendor relationships, and deliverables; evaluate proposals, negotiate costs, and monitor expenses.
• Create polished spreadsheets, presentations, graphics, itineraries, and business materials using Microsoft Excel, PowerPoint, Canva, and related applications.
• Use approved AI tools such as ChatGPT, Claude, and Glean to support research, analysis, document preparation, and workflow efficiency while ensuring information remains accurate, confidential, and appropriate.

Required Qualifications:

• Five (5) years of experience in executive administration, project coordination, event planning, or a related area.
• Three (3) years of experience supporting senior leadership in a fast-paced, deadline-driven environment.
• Advanced proficiency in Microsoft Excel and Microsoft PowerPoint.
• Strong organizational, communication, time-management, and problem-solving skills.
• Demonstrated ability to manage confidential information and exercise sound judgment and discretion.

Preferred Qualifications:

• Associate's or bachelor's degree in Business Administration, Communications, Hospitality, or a related field.
• Two (2) years of experience supporting sales operations, residential construction, mortgage services, or a related industry.
• Two (2) years of experience coordinating corporate meetings, conferences, incentive trips, or similar large-scale events.
• Working proficiency in Canva and familiarity with AI-enabled productivity tools.

Physical demands and work environment:

• Must be able to use sensory skills (i.e. verbal communication) to effectively communicate and interact with other Associates and customers.
• Must be able to perform repetitive motions and use…