EXECUTIVE SALES ASSISTANT

The Executive Sales Assistant (ESA) ensures Select Event Group's Large Scale Division runs smoothly behind the scenes by maintaining accurate data, organized workflows, and aligned systems. The ESA is a highly organized administrative professional responsible for managing job documentation, internal coordination, and lifecycle execution across all projects. The ESA will work closely with Project Directors, supporting them and their clients throughout the event lifecycle. While supporting client communication and inbound inquiries, the ESA's greatest impact is operational - reducing errors, improving efficiency, and enabling Sales and Project teams to execute at a high level. This role ensures accuracy, consistency, and alignment from initial inquiry through final job closeout while supporting revenue generation and operational execution. Success in this position comes from organization, ownership, attention to detail, and the ability to keep projects and teams aligned.


Core Accountabilities

• Own job documentation from initial inquiry through project closeout.

• Create and maintain excellent accuracy across job folders, contracts, CRM, and all other internal records, ensuring compliance with processes and policy.

• Generate rental orders, contracts, and supporting documentation.

• Coordinate internally with Warehouse, Logistics, Operations, and Will Call teams, in a timely manner to ensure job success.

• Respond to inbound calls, emails, and website inquiries professionally and promptly.

• Gather and document client requirements accurately.

• Escalate complex negotiations or sales discussions to Project Directors and Sales leadership.

• Anticipate issues before they become problems.

• Keep projects organized and moving forward.

• Enable Project Directors and Sales teams to focus on high-value client work.

• Other duties as assigned.

• 3+ years of experience in administrative support, event coordination, project coordination, or operations.

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Experience managing multiple priorities in a deadline-driven environment.

• Experience with CRM systems and project management software preferred.

• Detail-oriented and process-driven.

• Highly organized and dependable.

• Calm under pressure.

• Proactive and solutions-oriented.

• Collaborative team player.

• This position includes periods of telephone and computer intensive work and may require sitting for periods of time.

• May require travel, and outdoor work in a variety of elements.

• This position may require work on weekends and evenings, sometimes with limited notice.

• All prospective employees must pass a background check.

• Must have a reliable vehicle.

• Competitive base salary of $62,000 - $74,000 based on experience.

• Bonus eligibility.

• Career growth opportunities within Select Event Group.

• Exposure to nationally recognized events and projects.