Executive Assistant to International Sales Head

Job SummaryThe Executive Assistant (EA) will provide high-level administrative support to the International Sales Head, ensuring smooth management of day-to-day activities. The EA must be highly organized, proactive, and capable of managing multiple tasks, including extensive travel arrangements, document preparation, meeting coordination, and correspondence. This role requires flexibility in working hours, including domestic and international travel, as needed.

Key Responsibilities:

Administrative Support

• Handle all administrative tasks for the International Sales Head, including scheduling meetings, managing calendars, and organizing travel itineraries (both domestic and international).
• Prepare, edit, and distribute reports, presentations, and sales documents as required.
• Maintain a systematic filing system for documents, including confidential information.
  

• Organize and manage all aspects of travel for the International Sales Head, including flights, accommodation, transportation, visas, and itineraries.
• Prepare detailed travel briefs, ensuring smooth transitions and minimizing disruptions during travel.

Client and Vendor Liaison:

• Act as the primary point of contact for clients, vendors, and partners on behalf of the International Sales Head.
  
• Coordinate communication, follow-ups, and relationship management with international clients and stakeholders. 

• Organize meetings, conferences, and other events, including preparing agendas, taking minutes, and ensuring timely follow-ups on action items.
• Arrange and coordinate client and team meetings, both virtual and in-person, as needed.

Office Management and Support

• Ensure smooth functioning of the office of the International Sales Head by managing supplies, liaising with IT, and resolving issues.
• Support internal teams with admin-related tasks like processing invoices, preparing expense reports, and booking facilities for meetings or events.
  

• Willingness to travel both domestically and internationally on short notice, ensuring timely and efficient execution of the sales head’s tasks.
• Availability outside regular office hours for critical communication and tasks.

Professionalism and Grooming

• Always well-groomed and presentable to maintain a professional image while dealing with high-profile clients and internal stakeholders.
• Ensure a high standard of grooming, including appropriate attire for meetings, travel, and day-to-day office presence.

Qualifications

• Bachelor’s degree or equivalent experience in business administration, sales, or related fields.
• Minimum of 3 years of experience as an Executive Assistant or similar role, preferably supporting senior-level management in an international business environment.
• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Flexibility in working hours and ability to travel on short notice.