Executive Assistant

Position Summary

We are in search of an exceptionally organized and proactive Executive Assistant to offer comprehensive support to our Vice President (VP) of Sales. This pivotal position extends beyond traditional administrative duties, embodying the role of a strategic partner to the VP. It facilitates a seamless interface between the Field Forensics Team and a wide array of internal and external stakeholders. The Executive Assistant will play a vital role in ensuring fluid coordination and communication across various departments, including Customer Service, Executive Team, Finance, Product Management, and others, to expedite responses and manage follow-up tasks efficiently. This role is crucial in providing strategic support, bridging the communication and operational gap between the sales team, critical departments, partners, and customers alike. It underscores the necessity for meticulous follow-ups, adept communication, and forward-thinking problem-solving skills to guarantee the prompt and effective completion of vital activities, thereby enhancing the organization's operational efficiency and strategic execution.

The Executive Assistant to the VP of Sales is more than a role; it's a partnership that drives the success of our sales efforts and the broader objectives of the Field Forensics Team and the company. If you are a highly motivated individual with a passion for excellence and a commitment to supporting leadership in a dynamic environment, we invite you to apply.

Key Responsibilities

• Manage and prioritize the VP's scheduling, including robust calendar management, handling of email correspondences, phone calls, and customer engagement, ensuring optimal use of the VP's time.
• Act as a pivotal liaison within the company, promoting efficient and effective communication and coordination across various departments, thereby contributing to the cohesive execution of sales, marketing, training, applications, and customer success initiatives.
• Facilitate complex scheduling and streamline the flow of information to and from the Field Forensics leadership team, fostering effective communication and operational efficiency.
• Oversee all aspects of logistics for the VP, including travel accommodations and detailed preparations for meetings and events, guaranteeing seamless execution of activities.
• Provide comprehensive administrative support by drafting and editing communications, preparing materials for meetings, and handling day-to-day office tasks, thereby supporting the overarching goals and daily operational needs.
• Facilitate prompt and efficient dissemination of pertinent organizational updates to the Field Forensics team, encompassing new notifications, modifications in corporate policies, requests for feedback or submission of documents/information, impending deadlines, and notable events. This responsibility entails streamlining access to critical data through the adept utilization of diverse communication channels and technological tools, ensuring the team remains well-informed and effectively aligned with the company's strategic objectives.
• Lead the planning and coordination of a variety of meetings and events, including but not limited to internal team gatherings, external customer meetings, and distribution partner conferences, managing all aspects of scheduling, logistics, and communication to ensure success.
• Efficiently manage daily operational tasks, emphasizing prompt and accurate completion to maintain daily business flow.
• Oversee financial administration tasks, such as processing expense claims, approving invoices, monitoring departmental budgets, and assisting with financial reporting, to ensure fiscal discipline and compliance.
• Assist in the development and maintenance of performance reports, documents, and presentations, utilizing a variety of software tools to bolster the VP's strategic planning and team management efforts.
• In cooperation with the Marketing Team, facilitate the support for the Field Forensics sales team in conference and event management, orchestrating logistic arrangements, ensuring clear and timely communication with all parties involved, and overseeing and assuring the entry of lead information into the CRM system and coordination of follow-up activities.
• Lead special projects and initiatives as directed by the VP of Sales, managing timelines, coordinating resources, and ensuring successful execution to contribute to the company's strategic goals and innovation efforts.
• Implement and maintain a digital filing system, ensuring documents are accurately categorized, securely stored, and easily accessible for quick retrieval to support decision-making and operational efficiency.
• Uphold the highest standards of professionalism and confidentiality in managing sensitive information and materials, ensuring discretion at all times.

Skills & Qualifications

• Proven experience as an Executive Assistant or similar administrative role, with a track record of managing complex schedules and coordinating high-level tasks.
• Exceptional organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Strong communication skills, both written and verbal, with a keen eye for detail in drafting and editing communications.
• High level of discretion and professionalism in handling confidential information.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Salesforce, Slack and familiarity with other productivity software, reporting and presentation tools.
• Team player with the ability to work independently, demonstrating initiative and problem-solving skills.
• Experience coordinating events and managing logistics, with a focus on ensuring smooth and effective meetings and activities.
• Travel requirements: 4-6 trips annually including domestic and international travel.