Executive Assistant

Job Description

Job Description

Summary: The Executive Assistant provides high-level administrative, logistical, and coordination support primarily to the sales leadership team. This role is responsible for customer experience, sales events, reporting, and sales-support programs. The Executive Assistant also provides periodic support to the CEO and to the Board of Directors. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while supporting key sales initiatives and executive needs. M-F 8 am-4:30 pm, $62,150 - $88,250 annually DOE

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Customer & Sales Support

• Maintain and update customer and contact data within LeadSmart and other CRM systems
• Help sales leaders clean and update pipeline activities, such as large bids and opportunities within LeadSmart CRM
• Prepare and distribute rebate reports to customers accurately and on schedule
• Coordinate Co-Op programs, including documentation, communications, and tracking to ensure full and proper reimbursement from vendors

Events & Recognition Programs

• Support the Metal of Honor program, including planning, logistics, and communications
• Plan and execute internal and external events, including sales events and customer-facing engagements
• Coordinate annual Leadership Retreats, including logistics, and agendas
• Support planning and execution of the annual Sales Summit
• Manage distribution and tracking of sporting and event tickets for customers and internal stakeholders
• Create and manage customer trip itineraries to ensure seamless and professional customer experiences

CEO and Board of Directors assistance

• Provide administrative assistance to the CEO as needed. Serve as the administrative liaison between the board and CEO, administering the company’s board portal.
• Coordinate board meetings, including travel arrangements and assist in preparation of the board book as needed.

Administrative & General Support

• Prepare reports, presentations, and documentation to support sales initiatives
• Coordinate with internal teams and external vendors to ensure the timely execution of programs and events
• Maintain organized records and ensure accuracy in all documentation
• Assist with additional sales administration and special projects as assigned

Skills and Competencies

• Exceptional organizational and multitasking skills
• Strong attention to detail and accuracy
• Excellent verbal and written communication skills
• Ability to manage confidential and sensitive information professionally
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Experience with CRM systems (LeadSmart preferred)
• Strong problem-solving skills and a proactive mindset

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE:

• Prior experience in sales support, executive assistant, or administrative role preferred
• Experience coordinating travel, events, or customer programs strongly desired
• High school diploma required; associate or bachelor’s degree preferred

Personal Attributes

• Highly reliable and deadline-driven
• Professional, customer-focused, and team-oriented
• Adaptable and comfortable working in a fast-paced environment

MATHEMATICAL SKILLS: Ability to verify and calculate figures such as cost, commissions, credit, rebate, and profit, understand and interpret financial data and reports, and balance sheets.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or scheduled form. Ability to use sound judgment and problem-solving skills to analyze problems and to recommend the proper course of action. Ability to organize and prioritize job projects and requirements.

COMPUTER SKILLS: Comfortable working with computers, both Windows-based and on the network system.

• Proficiency in Microsoft Office; experience with CRM systems (LEADSMART preferred)
• Must be able to effectively use the internet to research products or industry data and information.

ATTENDANCE DEMANDS: The attendance demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The employee may be required to travel to different locations. Employee may be required to work overtime, and occasional Saturday’s and Sunday’s.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands, handle, or feel; required to speak, read and hear English. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.
• This is a high stress and fast paced environment.

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Hercules Industries is an equal opportunity employer. All qualified applicants will receive consideration for employment without regards to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as a qualified individual with disability, or other legally protected status.

Comprehensive benefits are an important component of an employee's compensation package. Hercules recognizes the contribution of every team member and therefore is pleased to offer a competitive and cost-effective benefits package to support your needs and long-term goals.

Hercules Industries offers the following insurance: medical, dental, vision, Short Term Disability, Long Term Disability, and Employee Life Insurance (Basic Life/AD&D and Voluntary Life AD&D). We pay Holiday, vacation, and sick time; as well as a Flexible Spending Plan, Wellness Program, and Employee Assistance Program (EAP).

We offer a 401(k) Savings Plan and an Employee Stock Ownership Plan (ESOP). Effective October 1, 2019, Hercules became an employee-owned company. An ESOP is a qualified retirement plan.

Hercules encourages and supports participation in service activities that contribute to our community. Employees are permitted to take three paid hours of work per month to participate in an approved community service activity.

The company offers a quarterly Hercules Employee-Owner Partners in Profit Bonus based on eligibility.