Executive Administrative Assistant

Job Description

Job Description

K2J Marketing Partners is a full-service marketing firm working with clients to develop brand awareness through unique, high-end products and events.  We offer custom sourcing, fulfillment, closeouts, retail brand offerings, promotional products, onsite event experiences, gift cards and more to fully promote our clients’ brand experience.  

Executive Administrative Assistant

K2J Marketing Partners seeks a highly organized, proactive, and polished Executive Administrative Assistant to provide comprehensive support to our Senior Vice President while also serving as a key contributor to the sales operations function. This role is ideal for a high-energy professional who thrives in a fast-paced environment, exercises sound judgment, and can seamlessly shift between executive-level administrative work and client-facing sales support activities. This candidate will serve in a multitude of capacities offering both administrative and operational support to the team,

Day-to-Day Duties and Responsibilities

Executive Support

•         Manage the SVP's complex calendar, including scheduling internal and external meetings, resolving conflicts, and prioritizing commitments

•         Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries

•         Screen and manage incoming calls, emails, and meeting requests with professionalism and discretion

•         Prepare meeting agendas, capture minutes, and track follow-up action items

•         Handle confidential information with the highest level of integrity

Sales Support

•         Assist the sales team with preparation of proposals, pitch decks, and client-facing materials

•         Maintain and update CRM records, ensuring data accuracy and timely entry of leads, contacts, and opportunity stages

•         Coordinate and track the progress of sales activities, including follow-ups, pipeline reporting, and deal status updates

•         Liaise with internal departments (marketing, finance, operations) to support the sales process and ensure smooth client onboarding

•         Prepare sales reports, dashboards, and performance summaries for leadership review

•         Support planning and logistics for client events, trade shows, and team off-sites

Office & Administrative Operations

•         Serve as a central point of contact and resource for internal teams seeking SVP guidance or approvals

•         Assist with inventory and sample arrivals as needed.

Qualifications

•     5-8 years of experience in an executive assistant, administrative, or sales support role

•     Demonstrated proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) or Google Workspace

•     Hands-on experience with a CRM platform (Salesforce, HubSpot, or equivalent)

•     Comfort using AI-powered tools to enhance productivity (e.g., Copilot, ChatGPT, Notion AI, or similar)

•     Experience with virtual meeting and collaboration platforms (Zoom, Teams, Google Meet)

•     Proficiency with digital document management, e-signature tools, and cloud-based file systems

·      Experience with Adobe Creative Cloud (Photoshop, Illustrator, InDesign) a plus

•     Strong analytical skills with the ability to build clear reports and summaries from data

•     Exceptional written and verbal communication skill
•     High attention to detail, strong organizational instincts, and the ability to manage competing priorities

·      Must enjoy working in a fast-paced team environment.   Solid research and problem-solving skills

·      Ability to multi-task and take initiative in resolving challenges

·       Strong computer skills, with the ability to learn other internal database programs 

Preferred

•         Associate's or Bachelor's degree in Business Administration, Information Technology, or a related field

•         Experience with workflow automation tools such as Zapier, Power Automate, or similar

•         Familiarity with project management platforms (Asana, Monday.com, Notion, or Smartsheet)

•         Exposure to sales enablement tools (Outreach, SalesLoft, Gong, or equivalent)

•         Experience building dashboards or reports in Excel, Google Sheets, or a BI tool