Job Description
This is an opportunity for an experienced Executive Assistant who wants to be more than a traditional PA.
Working closely with the Sales Director, you will provide high-level executive support while developing a strong understanding of the company's customers, sales operation, products and commercial priorities.
The successful candidate will become a trusted right hand to the Sales Director, helping to organise priorities, manage information, coordinate the sales team, prepare for important customer meetings and ensure actions are followed through across the business.
The role will involve regular interaction with senior management, salespeople, customers, buyers, suppliers and internal departments.
We are looking for someone who is naturally proactive and enjoys taking ownership. Rather than simply being given a list of tasks, the ideal candidate will be someone who can understand what needs to happen, organise it and make sure it gets done.
Key Responsibilities
Executive Support
Manage the Sales Director's diary, meetings and appointments.
Coordinate internal and external meetings.
Prepare agendas, meeting packs and relevant commercial information.
Take meeting notes and maintain clear action lists.
Follow up outstanding actions and ensure deadlines are met.
Help prioritise competing demands and ensure important matters do not get missed.
Prepare correspondence, presentations, reports and documents.
Handle confidential and commercially sensitive information with discretion.
Commercial & Customer Support
Support the Sales Director with key customer and buyer relationships.
Prepare information for customer meetings, including sales, orders, product and commercial data.
Maintain records of customer meetings, actions and opportunities.
Track important customer opportunities, samples, orders and deadlines.
Coordinate follow-up actions between customers and internal departments.
Assist with sales reports, forecasts and commercial presentations.
Research retailers, customers, markets and potential new business opportunities.
Help prepare for major customer meetings, presentations and showroom appointments.
Sales Team Support
Assist the Sales Director in coordinating the sales team.
Organise sales meetings and maintain action points.
Track agreed actions and follow up with team members.
Help prepare weekly and monthly sales information.
Coordinate information between Sales, Design, Merchandising, Buying, Operations and senior management.
Ensure the Sales Director has the information required to make informed commercial decisions.
Help monitor key customer activity, sales targets and outstanding opportunities.
Project & Business Support
Take ownership of specific projects on behalf of the Sales Director.
Maintain project timelines and trackers.
Coordinate multiple departments to ensure projects stay on schedule.
Identify potential issues or delays and highlight them proactively.
Assist with business improvement projects and new processes.
Support showroom meetings, customer events and presentations.
Travel & Diary Management
Arrange UK and international travel and accommodation.
Coordinate customer visits and overseas meetings.
Prepare detailed travel itineraries.
Manage changes and last-minute requirements.
Coordinate multiple appointments around travel schedules.
Administration & Reporting
Prepare Excel spreadsheets, PowerPoint presentations and Word documents.
Maintain organised electronic filing and documentation.
Produce reports, meeting packs and presentations.
Assist with analysing and presenting sales information.
Maintain key customer and contact information.
Ensure important correspondence and documentation is easily accessible.
The Ideal Candidate
We are looking for someone who is:
Highly organised with excellent attention to detail.
Naturally proactive and able to anticipate what is required.
Commercially minded and interested in understanding the wider business.
Confident communicating with senior management and customers.
Professional, personable and articulate.
Comfortable working in a fast-paced environment.
Able to manage multiple priorities and changing requirements.
Confident following up with colleagues and holding people accountable for agreed actions.
Discreet and trustworthy.
Comfortable working independently and using initiative.
A strong written and verbal communicator.
Highly competent in Microsoft Office, particularly Outlook, Excel, Word and PowerPoint.
Experience
Previous experience in one or more of the following would be beneficial:
Executive Assistant / Personal Assistant
Sales or Commercial Assistant
Sales Coordinator
Account Management support
Buying or Merchandising administration
Office or Business Management
Experience within fashion, apparel, retail, wholesale, FMCG or a similar commercial environment would be advantageous but is not essential.
We are more interested in finding someone with the right personality, organisation, commercial awareness and attitude than someone who simply has a particular job title on their CV.
What Success Looks Like
The successful candidate will become someone the Sales Director can rely on completely.
They will ensure that:
Meetings are properly prepared and followed up.
Actions and deadlines are clearly tracked.
Customer opportunities are properly organised.
Important information is available when required.
Internal teams understand what is required from them.
Projects continue moving forward without constant intervention.
Travel and customer meetings run smoothly.
Administrative requirements are dealt with efficiently.
The Sales Director can spend more time focusing on customers, commercial strategy, sales performance and leading the sales team.
By submitting your CV, you are agreeing to the Terms and Conditions as stated on our website and consenting to us processing your personal details in relation to current/future job opportunities. The information that you have submitted to us will be used in order to consider your suitability for the role you have applied for. A copy of our Privacy Policy can also be viewed on our website which explains how we gather, protect and manage any personal data that you share with us
Please be aware the duties listed above are an interpretation of the role and do not form any part of your employment contract. Please ask the interviewer any questions about the role that you wish to clarify.
Tagged Resources Limited acts as an employment agency. We have 25 years of Recruitment and Industry experience, working with Retail and Supply Chain markets and have various positions available. If this vacancy does not suit your experience and you are looking for a suitable role, please look at our website or follow us on social networking sites. All are updated daily.
