Executive Administrative Assistant - Business Development, Sales & Marketing

Job Description

Job Description

We are seeking a highly organized, proactive, and versatile Executive Administrative Assistant to provide critical high-level support to our Corporate Business Development, Sales, and Marketing team!

This role supports the Executive Vice President, Vice President of Sales, and a team of 9 Senior Account Executives. You will play a key role in ensuring seamless operations across a fast-paced, dynamic environment. The ideal candidate thrives in a collaborative setting, excels at multitasking under pressure, and can effectively interface across the enterprise with other Executive Administrative Assistants and various Business Units (BUs).

You will act as a trusted partner to senior leadership, handling complex administrative tasks while maintaining strict confidentiality and representing the executive team with professionalism at all levels — internally and externally.

Essential Functions

• Prepare high-quality business correspondence, reports, detailed spreadsheets, and professional PowerPoint presentations; organize and maintain databases to support ongoing business development, sales, and marketing activities.
• Manage and maintain the Dynamics CRM system, ensuring data accuracy, integrity, and timely updates to support the sales pipeline and customer relationships.
• Coordinate and schedule internal and external meetings, conference calls, and virtual/hybrid events.
• Manage complex domestic and international travel arrangements for the team, including flights, accommodations, ground transportation, and itineraries. Account for time zone differences, geographic considerations, visa requirements, and optimize efficiency and cost.
• Process, audit, and reconcile expense reports in accordance with company policies.
• Attend meetings, take detailed minutes, distribute action item lists, and proactively follow up to track progress and ensure timely completion.
• Serve as the primary interface with outside sales representatives: maintain representative agreements, track performance, and prepare and distribute commission reports.
• Monitor and report on key sales metrics, including weekly progress updates for leadership.
• Maintain an organized library of sales and marketing collateral materials, ensuring the team has quick access to the latest versions.
• Support conference and trade show participation by managing pre-event preparations, ordering supplies, coordinating shipping of materials, and handling on-site logistics as needed.
• Track website leads and referrals, then distribute them promptly to the appropriate subsidiaries or team members.
• Manage marketing inventory and the business card ordering/account process.
• Collaborate on the development and maintenance of Babcock Power capabilities presentations and provide ongoing support for team PowerPoint needs.
• Coordinate client meetings by interfacing client Executive Assistants and aligning travel/logistics for Babcock Power participants.
• Perform general administrative and clerical duties, including photocopying, mailing, filing, and preparation of memoranda and reports.

Requirements

• Associate degree preferred, or equivalent combination of education and work experience.
• Minimum of 5 years as an Executive Assistant or similar high-level administrative role, preferably supporting sales, business development, or marketing teams in a corporate environment.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Experience with Microsoft Dynamics CRM is strongly preferred.
• Strong expertise in creating professional, visually compelling PowerPoint presentations.
• Proven experience working with CRM systems, with preference for Microsoft Dynamics.
• Excellent written and verbal communication skills; able to interact professionally with all levels of the organization and external contacts.
• Highly self-motivated with strong ability to prioritize tasks, manage multiple deadlines, and work independently with minimal supervision.
• Demonstrated discretion and ability to handle highly confidential and sensitive information.
• Advanced proficiency in the full Microsoft Office Suite (especially Outlook, Word, Excel, and PowerPoint).
• Exceptional organizational skills with meticulous attention to detail and a strong commitment to accuracy.
• Minimum 5 years of experience providing direct administrative support to C-level or senior executives.
• Comfortable acting as a professional representative of Executive Management when engaging with employees, clients, vendors, and other stakeholders.
• Ability to generate and develop insightful reports from available data.
• Proven track record of successfully multitasking and thriving in a fast-paced, team-oriented environment.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development
• Wellness Resources