Executive Administrative Assistant

 

Executive Administrative Assistant

K2J Marketing Partners seeks a highly organized, proactive, and polished Executive Administrative Assistant to provide comprehensive support to our Senior Vice President while also serving as a key contributor to the sales operations function. This role is ideal for a high-energy professional who thrives in a fast-paced environment, exercises sound judgment, and can seamlessly shift between executive-level administrative work and client-facing sales support activities. This candidate will serve in a multitude of capacities offering both administrative and operational support to the team,

•         Manage the SVP's complex calendar, including scheduling internal and external meetings, resolving conflicts, and prioritizing commitments

•         Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries

•         Screen and manage incoming calls, emails, and meeting requests with professionalism and discretion

•         Prepare meeting agendas, capture minutes, and track follow-up action items

•         Handle confidential information with the highest level of integrity

 

•         Assist the sales team with preparation of proposals, pitch decks, and client-facing materials

•         Maintain and update CRM records, ensuring data accuracy and timely entry of leads, contacts, and opportunity stages

•         Coordinate and track the progress of sales activities, including follow-ups, pipeline reporting, and deal status updates

•         Liaise with internal departments (marketing, finance, operations) to support the sales process and ensure smooth client onboarding

•         Prepare sales reports, dashboards, and performance summaries for leadership review

•         Support planning and logistics for client events, trade shows, and team off-sites

 

•         Serve as a central point of contact and resource for internal teams seeking SVP guidance or approvals

•         Assist with inventory and sample arrivals as needed.

 

•     5-8 years of experience in an executive assistant, administrative, or sales support role

•     Demonstrated proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) or Google Workspace

•     Hands-on experience with a CRM platform (Salesforce, HubSpot, or equivalent)

•     Comfort using AI-powered tools to enhance productivity (e.g., Copilot, ChatGPT, Notion AI, or similar)

•     Experience with virtual meeting and collaboration platforms (Zoom, Teams, Google Meet)

•     Proficiency with digital document management, e-signature tools, and cloud-based file systems

·      Experience with Adobe Creative Cloud (Photoshop, Illustrator, InDesign) a plus

•     Strong analytical skills with the ability to build clear reports and summaries from data

•     Exceptional written and verbal communication skill
•     High attention to detail, strong organizational instincts, and the ability to manage competing priorities

·      Must enjoy working in a fast-paced team environment.   Solid research and problem-solving skills

·      Ability to multi-task and take initiative in resolving challenges

·       Strong computer skills, with the ability to learn other internal database programs 

 

•         Associate's or Bachelor's degree in Business Administration, Information Technology, or a related field

•         Experience with workflow automation tools such as Zapier, Power Automate, or similar

•         Familiarity with project management platforms (Asana, Monday.com, Notion, or Smartsheet)

•         Exposure to sales enablement tools (Outreach, SalesLoft, Gong, or equivalent)

•         Experience building dashboards or reports in Excel, Google Sheets, or a BI tool