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Executive Assistant to Vice President of Sales
Harvest House Publishers
Eugene, Oregon, United States
Date Posted: 07/12/2012
Categories: Administrative - Sales
Job Type: Full-Time
Under general supervision, performs a wide range of administrative and executive support for the Vice President of Sales and the Sales department as a whole. To a lesser degree as directed by the Vice President of Sales, pursues, identifies, and helps to develop new sales accounts for the department and supports the VP’s creation of sales business plans for growing the department’s account base and market channels.
Essential Job Functions:
•Administrative and Executive Support.
•Responsible for heavy calendar management, requiring interaction with both in-house and out-of-house contacts.
•Answer calls for Vice President of Sales and direct incoming calls appropriately in a professional and friendly manner.
•Assist Vice President of Sales with preparation of materials needed for department meetings.
•General correspondence for Vice President, including drafting and formatting, editing for content, spelling, grammar, etc.
•Maintain logs of all outgoing materials—letters, reviews, etc.
•Maintain contact lists, which includes segmenting contact databases for special purposes such as buyer lists, communicating company policies, product information, frontlist product updates, catalog and review copy mailings, Christmas Gifts etc.
•Assist in monthly sales estimate, consisting of actual net sales versus budget, variance, and forecast projection.
•Prepare detailed travel itineraries for Vice President.
•Department contact for timesheet adjustments. Sign off on timesheets for temps, and monitor timesheets for irregularities, tardiness, etc.
•Department Contact for time-off requests. Forward requests to appropriate manager for approval.
•Contact for Vice President when employees call in sick, emergency, etc.
•Compile and maintain personnel information and files as necessary or requested.
•Coordinate and maintain the Department Host/Hostess Schedule and Birthday roster.
•Prepare purchase orders, check requests, and Credit Card Expense Memos for Vice President and process for payment.
•Prepare and maintain Travel Expense Report records and process for payment.
•Maintain Department contract file.
•Prepare materials and packing slips and coordinate shipments to hotels and shows, sales calls, seminars, etc.
•Help coordinate In-House Sales Conference, schedule editors, set-up room, prepare Agenda, coordinate author calls-ins, and arrange for food and refreshments as necessary.
•Prepare and coordinate Print Projection Grids for frontlist titles between Sales and the Production Department.
•Maintain Department Review Library and Library shelves in office of Sales V.P.
•Maintain spreadsheet of department expenses, actual versus budget and variances.
•Review on monthly basis with VP.
•Follow-up with Accounting regarding necessary adjustments to budget expenses.
•Provide major assistance and support for annual department budget preparation, that fall within established directives and guidelines from Vice President.
Sales Accounts Development Support:
•Research and identify new account possibilities for the department as directed by the Vice President of Sales through networking, internet searches, and other means.
•Supports new account development through relational communication and goal setting with a strong commitment to achieving success.
•Follow-up Vice President’s sales calls, service his accounts and trouble shoot problems with orders.
Required Knowledge, Skills and Abilities:
Requires knowledge of the field assignment and physical ability sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by example in the above Essential Job Functions of this Job Description.
1. Strategic thinker with an ability to execute a plan or idea.
2. Strong aptitude for problem-solving.
3. Excellent written and verbal commnication skills as well as ability to function as part of a team required.
4. Sales knowledge and experience.
5. Ability to relay information between accounts and Vice President effectively and accurately.
6. Ability to take initiative.
7. Ability to work independently or as an effective team member.
8. Skill in preparing and analyzing complex sales reports and statistics.
9. Proficiency in MS Office, including Word, Excel, Outlook, and PowerPoint.
10. Internet savvy.
11. Well organized, flexible with an ability to interact under pressure with a high quality of professionalism, warmth, and confidentiality.
12. Ability to multi-task, organize, set and maintain priorities.
13. Familiarity with Publishing helpful.
14. Able to represent the company core values with a servants heart, projecting an attitude that is friendly, patient, and pleasant.
•One year of secretarial or business-related education or Associates Degree preferred
•Two to five years of secretarial or assistant experience
•Some sales experience preferred
Job Location and Equipment Utilized:
Work is normally performed in an office environment. Equipment utilized includes standard office equipment. Approximately 80% of time is spent using a computer.