Administrative Assistant

Administrative Assistant

Yamaha has an excellent opportunity for an Administrative Assistant to join our Marine team in Kennesaw, GA. In this role, you will provide administrative and coordination support to the Sales organization, working closely with Sales leadership, regional sales teams, Technical Support, Marketing, Finance, and other internal partners. You will serve as a key communication and organizational resource, helping ensure efficient sales operations, budget discipline, and a high level of internal and external customer satisfaction.

What You'll Be Doing:

General Sales & Administrative Support

• Handle the daily administrative operations of the Sales organization, including directing calls, managing correspondence, ordering office supplies, coordinating travel and hotel arrangements, processing purchase and check requests, maintaining contact and distribution lists, and handling inbound and outbound mail.
• Process shipping requests, authorizations, expense reports, freight bills, rebilling, and internal transfers as needed to support sales activities.
• Support Sales leadership and field sales personnel with scheduling, documentation, and coordination needs.

Sales Meetings, Events & Programs

• Participate in the planning and execution of Sales meetings, dealer or customer meetings, training events, trade shows, tournaments, and promotional events.
• Coordinate logistics including travel arrangements, hotel reservations, meeting materials, gifts or promotional items, and attendee communications.
• Maintain records and follow-up documentation related to sales meetings and events

Sales Data, Reporting & Record Maintenance

• Maintain and update sales account files and records, including customer and partner information, contact details, and supporting documentation.
• Routinely update and distribute various sales-related reports, such as promotional or demo discount tracking, sales programs, volume summaries, shipment reviews, and other statistical or activity reports. Assist with report processing, tracking, and filing, including expenses, call reports, and event or program documentation

Budget Monitoring & Financial Coordination

• Monitor monthly Sales department budgets, tracking actual spend versus plan and identifying variances.
• Prepare and share monthly budget summaries with Sales managers and leadership.
• Coordinate with Sales leadership and Finance to adjust monthly spend as needed and ensure alignment with approved budgets.
• Enter, update, and maintain budget adjustments and spend tracking within the Enterprise Performance Management (EPM) system.

Cross-Functional Coordination

• Communicate and coordinate between Sales, Technical Support, Marketing, Public Relations, Finance, Customer Service, and other internal teams to support sales initiatives and customer needs.
• Assist with order-related coordination, parts or materials requests, and follow-up as needed to support sales and field activities.

Specialized Administrative Functions

• Process and track account receivables or reimbursements related to sales programs, events, or customer activities not covered under warranty or standard programs.
• Support vehicle, trailer, or demo asset registrations and related documentation, as applicable.
• Prepare and distribute weekly or periodic mailings and materials for field sales and technical staff.

This role plays a critical part in keeping the Sales organization organized, informed, financially disciplined, and efficient. By providing consistent administrative, reporting, and budget coordination support, the Administrative Assistant enables the sales team to focus on customer relationships, revenue growth, and executing Yamaha's sales strategies effectively.

What You Need To Be Successful:

• Bachelor's degree or business school coursework preferred.
• 4+ years of experience in an administrative or executive support role.
• Strong proficiency in Microsoft Office (Excel, PowerPoint, Access) and experience with statistical or data analysis software.
• Excellent organizational, communication, and multitasking skills.
• Ability to manage multiple priorities in a fast-paced environment.

Don't meet every single requirement? Studies have shown that women and underrepresented minorities are less likely to apply to jobs unless they meet every single qualification. At Yamaha, we understand that talent comes in various forms; as such, we are dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles!

What's In It For You:

• 401(k) and Profit Sharing
• Fertility Benefits
• 37.5 hour work-week
• Medical, Dental, Vision
• Life and AD&D Insurance
• Wellness Program
• Short-Term Disability Coverage (for hourly roles)
• Long-Term Disability
• Student Debt Repayment Benefits
• Ability to borrow Yamaha product

Reports to: Department Manager

Yamaha Motor Corporation, USA is proud to be an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability or any other status protected by federal, state, or local law. We celebrate diversity and are committed to creating an inclusive environment for all employees.