Executive Assistant

Job Summary

Provides advanced administrative support to the Sales leadership team and reports to one or more senior sales managers or executives. Serves as a critical operational partner to the sales organization by managing sales support functions including commission reporting, client event coordination, travel logistics, and pipeline administration. Acts as a liaison between the sales team, clients, and internal departments to ensure seamless execution of sales activities. Relies on experience and independent judgment to prioritize and manage competing demands in a fast-paced, client-facing environment. Performs ancillary duties as required.

Essential Duties

• Plays a pivotal role in providing advanced administrative support to the sales leadership team, ensuring seamless daily sales operations and timely communication across the organization and with external clients.

• Administers the sales commission process, including compiling sales data, calculating individual and team commission payouts in accordance with established compensation plans, reconciling discrepancies, and distributing accurate commission statements to sales staff on a timely basis. Maintains thorough records of commission calculations and adjustments for audit purposes.

• Plans, coordinates, and executes client-facing events including appreciation dinners, executive briefings, trade show participation, and hospitality events. Manages all logistics including venue selection, catering, audio-visual setup, invitations, RSVPs, and post-event follow-up to ensure a high-quality client experience.

• Manages all travel planning for sales team members, including booking flights, hotels, ground transportation, and creating detailed itineraries. Ensures travel aligns with client meeting schedules, budget guidelines, and company travel policies. Tracks and reconciles travel expenses and submits reports in a timely manner.

• Coordinates client meetings and sales presentations end-to-end, including scheduling across multiple stakeholders, preparing agendas, reserving meeting spaces or virtual conferencing links, assembling presentation materials and leave-behinds, and managing follow-up action items. Serves as the primary point of contact for client scheduling inquiries.

• Supports CRM administration by maintaining accurate customer and prospect records, tracking sales activity, updating opportunity stages, and generating pipeline reports and dashboards for sales leadership review. Assists in identifying data gaps or inconsistencies and works with the sales team to resolve them.

• Prepares sales reports, performance summaries, and competitive analysis documents for use in sales meetings, leadership reviews, and board presentations. Compiles data from multiple sources and formats results into clear, professional deliverables using Microsoft Excel and PowerPoint.

• Manages incoming and outgoing communications on behalf of sales leadership, including screening and triaging emails, drafting client correspondence, and routing inquiries to the appropriate sales representative. Maintains a professional and responsive presence in all client and internal communications.

• Proactively manages sales team calendars, including coordinating internal sales meetings, pipeline reviews, quarterly business reviews, and one-on-one sessions. Anticipates scheduling conflicts and resolves them efficiently to protect selling time for the sales team.

• Assists in the preparation and coordination of proposals, contracts, and service agreements by gathering required information, formatting documents, tracking approval workflows, and maintaining organized files for executed agreements. Coordinates with legal, finance, and operations as needed.

• Manages onboarding logistics for new sales team members, including systems access, CRM setup, introduction to key client accounts, and coordination with HR and IT. Maintains and updates sales team contact lists, org charts, and territory assignments.

Minimum Requirements

• Associate's Degree in Business, Marketing, or a related field is preferred; equivalent experience in a sales support or administrative role will also be considered.

• Minimum of 5 years of experience in administrative support, with at least 3 years supporting a sales team or sales leadership in a business-to-business environment.

• Must have demonstrated proficiency with the Microsoft Suite including Outlook, Word, PowerPoint, OneNote, and Excel; advanced Excel skills (pivot tables, formulas, data analysis) required for commission and reporting functions.

• Experience with CRM platforms (Salesforce, Microsoft Dynamics, or similar) to support pipeline tracking, reporting, and data integrity.

• Experience coordinating client-facing events, sales meetings, and executive travel, with a strong attention to detail and ability to manage multiple concurrent priorities.

• Excellent written and oral communication skills, with the ability to interact professionally with clients, prospects, and senior leaders.

• Demonstrated ability to handle confidential sales data, compensation information, and client information with discretion and integrity.

• Demonstrates initiative, a proactive mindset, and strong organizational skills to anticipate needs and support a high-performance sales team.

• Ability to work effectively under pressure, adapt quickly to shifting priorities, and meet tight deadlines in a dynamic sales environment.

• Prior experience with commission calculation, sales compensation plan administration, or financial reconciliation strongly preferred.

Grow Your Career with TDIndustries

Founded in 1946, TDIndustries is a premier, employee-owned Mechanical, Electrical, and Plumbing (MEP) company delivering full-lifecycle building solutions-from design and construction to service and facilities maintenance. We power critical environments like hospitals, schools, data centers, stadiums, and commercial buildings across Texas and the Southwest.

Our Partners (employees) are the core of our success. As an employee-owned company, you have a voice, a stake, and a clear path to grow. Recognized by FORTUNE Magazine as a "100 Best Company to Work For," we invest in top training, career development, and a culture built on trust and servant leadership.

Join a growing team where your skills matter, and your future is built to last.

At TDIndustries, we believe opportunity should be built - and shared - by all. Whether you work with tools or technology, in the field or the office, we hire and grow people based on skill, potential, and integrity - never labels. We value the diverse paths that bring people to our team and welcome Partners of all backgrounds, including differences in race, color, religion, sex, gender identity or expression, sexual orientation, age, ability, military service, and more. What matters most is how we work together to build excellence.