Executive Assistant

Role & responsibilities

1. Daily Sales Reporting to Marketing Head & MD

• Collect daily sales figures from all sales executives, divisions and regions.
• Prepare a consolidated Daily Sales Report / Sales Dashboard.
• Provide timely sales updates to the Marketing Head and Managing Director.
• Track daily sales against targets and identify shortfalls, improvements and significant variations.
• Highlight important sales developments, concerns and exceptions to senior management.
• Follow up with the concerned sales executives/managers for explanations and corrective actions wherever required.
• Maintain historical sales data for comparison and management review.

2. Sales MIS & Analysis

• Prepare daily, weekly and monthly sales MIS reports.
• Analyse sales performance by:
• Division
• Region
• Sales Executive
• Product category
• Target vs. Achievement
• Previous period performance
• Prepare summaries and presentations for MD and Marketing Head review meetings.
• Ensure that all sales information provided to management is accurate and updated.

3. Sales Executive Attendance & Activity Monitoring

• Monitor the daily attendance of sales executives.
• Track field visits, market visits and other sales activities.
• Follow up with sales executives regarding daily activity reports.
• Maintain records of leave, absence, field visits and sales activities.
• Escalate irregularities or important concerns to the Marketing Head.

4. Coordination with Sales Team

• Coordinate regularly with sales executives, sales managers and regional teams to obtain sales information.
• Communicate instructions and follow-ups from the Marketing Head/MD.
• Ensure timely submission of sales reports and other required information.
• Follow up on pending targets, reports and management instructions.

5. MD & Marketing Head Support

• Assist the Marketing Head with sales-related information required for decision-making.
• Prepare briefing notes and sales summaries before management meetings.
• Provide quick access to historical and current sales information whenever required.
• Coordinate with different departments to obtain information required by the MD/Marketing Head.
• Maintain confidentiality of management and business information.
• Handle urgent sales-related information requests from senior management.

6. Meetings & Review Coordination

• Coordinate daily/weekly/monthly sales review meetings.
• Maintain the meeting calendar of the Marketing Head and coordinate schedules with the sales team.
• Prepare sales data and reports required for meetings.
• Record important decisions and action points.
• Follow up with concerned personnel on pending action items.

7. Sales Training & Development

• Coordinate sales training programmes, workshops and review sessions.
• Prepare training schedules and communicate the same to the sales team.
• Coordinate with trainers and sales managers.
• Maintain training attendance and records.
• Follow up on training-related activities and action points.

8. Management Reports & Presentations

• Assist in preparing PowerPoint presentations, Excel reports and management dashboards.
• Prepare information required for monthly and quarterly business reviews.
• Maintain proper records of sales reports and management presentations.
• Ensure reports are presented in a clear and management-friendly format.

Preferred candidate profile

We are looking for someone who is sharp, reliable and comfortable dealing directly with senior management.

Educational Qualification

• Graduate in any discipline.
• B.Com / BBA / BBM / MBA or equivalent qualification will be an advantage.

Experience

• 13 years of experience in any of the following areas:
• Sales Coordination
• MIS
• Sales Administration
• Executive Assistant
• Management Reporting
• Business Administration
• Sales Support

Experience in supporting a Sales Head, Marketing Head or senior management will be an added advantage.

Required Skills

Essential:

• Strong MS Excel skills.
• Good understanding of numbers and sales data.
• Good report preparation and MIS skills.
• Excellent communication and follow-up ability.
• Good knowledge of MS Office.
• Ability to work with multiple sales teams.
• Ability to communicate confidently with senior management.
• Strong attention to detail.

PREFERRED

• Local candidates preferred.
• Candidates who can join at short notice will be preferred.
• Candidates with good knowledge of Excel, MIS and sales reporting will have an advantage.

Candidates should be willing to work closely with the MD and Marketing Head and handle confidential business information