Administrative Assistant – Sales
Calix
full-time
Posted on:
Location Type: Remote
Location: Remote • 🇨🇦 Canada
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Manage daily calendars for multiple Sales Vice Presidents, ensuring optimal scheduling and time management.
- Pull and analyze reports from Salesforce, Power BI, and other sources to support business operations and strategic decision-making.
- Utilize Excel to organize, manipulate, and visualize data using advanced functions such as formulas (e.g., VLOOKUP, SUMIFS), conditional formatting, and scripts.
- Leverage AI tools (e.g., Copilot) to perform preliminary research, summarize content, and draft communications including emails, Chatter posts, and letters.
- Conduct research and prepare presentations and documents, handling sensitive information with discretion and confidentiality.
- Assist in planning and executing company events and conferences with expected travel at least once a year.
- Source goods and services, generate purchase requisitions, and process invoices for payment.
- Evaluate requests based on available resources and data, clearly communicating limitations or constraints when necessary.
- Learn and understand team processes to proactively identify opportunities for efficiency and workflow improvements.
- Collaborate with Executive Assistants to address requests and inquiries from the executive team.
- Provide backup support to Administrative and Executive Assistant team members as needed.
- Coordinate travel arrangements, prepare detailed itineraries, and confirm logistics.
- Submit and reconcile monthly expense reports with accuracy and timeliness.
- Create and manage distribution lists, organizational charts, and other administrative systems.
- Maintain and update Chatter groups within Salesforce to support team communication and collaboration.
- Execute various projects assigned, ensuring timely and high-quality delivery.
Requirements
- Minimum of 3 years’ experience as an Administrative Assistant.
- Advanced proficiency in Excel, including experience with formulas, scripts, and data visualization.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint), Adobe Acrobat, and Microsoft Teams).
- Some working experience with Salesforce reports and Power BI.
- Resourceful and adaptable, with a proactive approach to learning new tools (including AI), systems, reports, and dashboards.
- High school diploma or GED required; bachelor’s degree in business administration or business management preferred.
- Ability to travel at least once annually in January to attend the Sales Kickoff event.
- Excellent time management and interpersonal skills.
- Strong written and verbal communication abilities.
- Proven project management experience.
- Exceptional organizational skills with the ability to manage multiple tasks simultaneously.
- Comfortable adapting to shifting priorities and dynamic work environments.
- High attention to detail and accuracy.
Benefits
- Health insurance
- Retirement plans
- Paid time off
- Flexible work arrangements
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
ExcelSalesforcePower BIdata visualizationformulasscriptsproject managementadministrative supportevent planninginvoice processing
Soft skills
time managementinterpersonal skillswritten communicationverbal communicationorganizational skillsadaptabilityattention to detailproactive learningresourcefulnesscollaboration
Certifications
high school diplomaGEDbachelor's degree in business administrationbachelor's degree in business management