Executive Sales Operations Coordinator

Job Details

• Job Location:
  
  Vienna, VA 22182
• Position Type:
  Full Time
• Salary Range: $58,000.00 - $62,000.00 Salary/year
• Travel Percentage:
  Negligible

Job Summary:

The Executive Sales Operations Coordinator serves as a trusted business partner to executive leadership, providing administrative, operational, and project coordination support across executive operations, business development, proposal management, sales operations, and customer engagement. The Executive Sales Operations Coordinator ensures the efficient execution of strategic priorities by coordinating executive schedules, meetings, travel, reports, proposals, business documentation, and cross-functional initiatives.

• Manage executive calendars, priorities, meetings, travel, and daily administrative operations
• Prepare executive reports, dashboards, presentations, spreadsheets, and briefing materials
• Coordinate executive approvals, signatures, action items, and follow up activities
• Support confidential strategic initiatives and executive level projects
• Organize leadership meetings and maintain executive documents

• Coordinate activities across Sales, Business Development, Capture, Proposal Management, Contracts, Finance, Operations, and Executive Leadership
• Maintain CRM data integrity, opportunity tracking, forecasting, pipeline reporting, and executive dashboards
• Monitor procurement portals, customer communications, solicitation amendments, and business opportunity updates
• Assist leadership with sales reporting, forecasting, and operational analytics

• Coordinate proposal schedules, compliance reviews, document collection approvals, and submission activities
• Maintain proposal libraries, resumes, certifications, pricing files, and contract documentation
• Support RFIs, Sources Sought responses, RFQs, RFPs, contract awards, modifications, and transition activities
• Ensure documentation is organized, version controlled, and submission ready

• Draft, edit, proofread, and format executive correspondence, presentations, reports, and meeting summaries
• Coordinate communications with customers, OEM partners, subcontractors, vendors, and internal teams
• Foster productive working relationships across departments while maintaining professionalism and confidentiality

• Coordinate customer meetings, executive meetings, Microsoft Teams sessions, conferences, demonstrations, and company events
• Arrange travel logistics including airfare, lodging, rental vehicles, registrations, itineraries, and expense reporting
• Prepare agendas, meeting minutes, decision logs, and action trackers while ensuring timely follow up

• Maintain organized electronic filing systems and operational records
• Recommend workflow improvements that enhance efficiency, collaboration, and document quality
• Demonstrate initiative, professionalism, adaptability, and attention to detail while supporting evolving business priorities

Perform additional duties and special projects as assigned.

• High school diploma or equivalent required (Associate degree, professional certification, or relevant experience preferred)
• Two or more years of experience in executive support, administrative coordination, project coordination, office management, or business operations
• Exceptional organization, planning, and time management skills
• Excellent written and verbal communication skills
• Strong proficiency preparing reports, presentations, spreadsheets, and business documents
• Ability to manage confidential information with discretion and professional
• Experience coordinating executive calendars, meetings, and travel
• Ability to work independently while collaborating effectively across departments
• Proficiency with Microsoft Office and Adobe Acrobat
• Experience using or the ability to quickly learn CRM platforms (Ex. Salesforce or Hub Spot)
• Must be a U.S. Citizen with the ability to obtain and maintain a U.S. Government Top Secret Security Clearance