Administrative Assistant - Sales

Job Description

Job Description

Description:

Position Summary

The Administrative Assistant provides critical administrative and operational support to the Director of Development Sales and department. This role will take ownership of key administrative responsibilities including scheduling, CRM management, reporting, sales administrative tracking, MLS listings, dashboard updates and file organization.

The successful candidate will become deeply familiar with the divisions complete workflow and proactively support each stage of the process. By managing routine administrative tasks, maintaining accurate information, anticipating needs, and facilitating workflow between team members.

Key Responsibilities

Administrative Support & Capacity Management

• Manage day-to-day administrative responsibilities
• Maintain calendars, schedules, meetings, appointments, and follow-up items.
• Prepare meeting materials and assist with coordination and follow-through.
• Track deadlines, action items, and outstanding tasks.
• Proactively identify administrative tasks that can be handled independently to increase departments efficiencies.
• Anticipate the departments needs and take ownership of routine responsibilities without requiring constant direction.
• Serve as a dependable point of support for the Director of Development Sales

Sales Administration

• Assist with tracking sales activity, pending items, deadlines, and follow-ups.
• Maintain accurate and organized sales files and documentation.
• Ensure required documents and information are available when needed.
• Support the sales process administratively from initial activity through completion.

CRM, Reporting & Sales Tracking

• Maintain accurate and current information within the CRM system.
• Maintain sales tracking reports and departmental dashboards.
• Prepare and update routine reports for the Director of Development Sales
• Monitor information for accuracy and follow up on missing or outdated information.

MLS Listings & Website Updates

• Maintain and update listings as directed.
• Ensure listing information is accurate, complete, and current.
• Coordinate listing updates and related administrative requirements.
• Maintain department dashboards and update information as needed.
• Monitor listing and dashboard information for accuracy and consistency.

File & Document Management

• Maintain organized electronic and physical filing systems.
• Save, name, organize, and retrieve documents according to department standards.
• Ensure important records are stored accurately and can be located quickly.
• Maintain orderly documentation throughout the process.

Learn & Facilitate the Full Department Workflow

• Learn the entire Development department workflow, including how administrative, sales, CRM, listing, reporting, documentation, and other processes connect.
• Understand what information, documents, and actions are required at each stage of the workflow.
• Step in to facilitate workflow when team members need administrative support.
• Cross-train across departmental functions to provide coverage and continuity when needed.

Qualifications

• 1–3 years of administrative, office, sales support, or similar experience.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office or similar software.
• Comfortable learning CRM systems, MLS platforms, dashboards, and other technology.
• Strong computer skills and ability to learn new systems quickly.
• Ability to work independently and take initiative.
• Professional judgment and discretion when handling confidential information.
• Ability to communicate effectively with sales professionals, clients, vendors, and internal team members.