Executive Sales Assistant at TFP1 Inc dba Total Fire Protection Inc – Woodbury, New York

About the Role:

The Executive Sales Assistant plays a pivotal role in supporting the leadership team to drive business growth and operational efficiency. This position is responsible for managing complex schedules, coordinating communications, and facilitating seamless interactions between executives, clients, and internal teams on sales matters. The role demands a proactive approach to problem-solving and the ability to anticipate the needs of the executives to ensure smooth daily operations.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Minimum of 7 years of experience in an administrative or assistant role, preferably supporting sales or executive teams.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM software.
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Experience working in a sales-driven environment or supporting a sales team.
• Familiarity with sales analytics tools and reporting software.
• Familiarity with contract administrative terms and guidelines
• Ability to work independently and exercise sound judgment in a fast-paced environment.
• Bachelor’s degree in Business Administration, Marketing, or a related field.
• Knowledge of project management tools and techniques.

Responsibilities:

• Serve as the primary point of contact between sales executives, clients, and internal departments to facilitate clear and timely communication.
• Prepare, review, and distribute sales reports, presentations, and correspondence to support sales initiatives and decision-making.
• Coordinate logistics for sales events, client meetings, and conferences to ensure all details are handled efficiently.
• Assist in tracking sales prospects, monitoring progress, and compiling data to provide actionable insights to the leadership team.
• Handle confidential information with discretion and maintain organized records of contracts, proposals, and client communications.
• Support the sales team with administrative tasks such as expense reporting, order processing, and follow-up communications.

Skills:

The Executive Sales Assistant utilizes strong organizational skills daily to manage complex schedules and coordinate multiple priorities efficiently. Communication skills are essential for liaising between executives, clients, and internal teams, ensuring clarity and professionalism in all interactions. Proficiency with software tools like Microsoft Office and CRM systems enables the assistant to prepare detailed reports and presentations that support sales strategies. Problem-solving abilities are applied to anticipate challenges and provide timely solutions, maintaining smooth operations. Additionally, discretion and attention to detail are critical when handling confidential information and managing sensitive client data.