WHAT DOES A SALES ASSISTANT DO?

The Sales Assistant ensures accurate message recording and prompt delivery to the intended recipient, assists in managing the Executive Director's calendar, and coordinates various meetings including staff lunches, coffee breaks. This role involves meticulous organization of meeting logistics, preparation of agendas, briefing papers, reports, and presentations, as well as arranging venues for all meetings requested by the Executive Director. Additionally, the Sales Assistant attends strategic client meetings to take notes, prepares meeting minutes, follows up on ongoing projects, and collects relevant project information.

A Review of Professional Skills and Functions for Sales Assistant

1. Sales Assistant Duties

  • Promotion Support: Assisting the sales department in promoting company products and services.
  • Customer Service Excellence: Maintaining kindness and professionalism while interacting with customers to provide superior customer service.
  • Training Administration: Administering and arranging training courses for internal employees.
  • Order Coordination: Providing order coordination support to ensure the processes are completed.
  • Report Production: Producing sales reports and preparing presentations.
  • Event Participation: Working on and at trade shows and conventions.
  • Sales Assistance: Completing ancillary Sales Assistant tasks.
  • Team Support: Supporting sales teams by providing administrative, technical, and clerical support.
  • Document Management: Drafting correspondence and proofreading documents.
  • Meeting Planning: Preparing travel and meeting arrangements.
  • Database Management: Updating and maintaining the database of executive key contacts.

2. Sales Assistant Details

  • Communication Management: Handle incoming calls and other communications.
  • Data Management: Create, maintain, and enter information into databases.
  • Logistics Coordination: Handle shipping activities.
  • Client Relations: Personally deliver parcels to strategic clients.
  • Sales Support: Provide constant support for sales activities.
  • Facility Management: Ensure proper maintenance of the office by managing the service company.
  • Reception Services: Greet visitors graciously and in a professional manner.
  • Professional Image: Maintain a good personal image through a neat, clean, businesslike professional appearance and a positive, cheerful attitude.
  • Telecommunication: Answer phones in a pleasant, helpful, and professional manner.
  • Call Routing: Direct all incoming calls to the appropriate party promptly and efficiently.

3. Sales Assistant Responsibilities

  • Message Handling: Accurately record messages and reliably pass messages to the recipient in a timely manner.
  • Calendar Management: Work with the Executive Director to manage his calendar and schedule.
  • Meeting Organization: Organize all other meetings to be attended by the Executive Director, including staff lunches, coffees, and Zoom calls.
  • Logistics Coordination: Organize the logistics of key meetings.
  • Preparation and Coordination: Organize meetings and ensure that the Director is well-prepared for those meetings, preparing agendas, briefing papers, reports, and presentations for the Director.
  • Venue Arrangement: Organize and arrange venues for all other meetings requested by the Executive Director.
  • Material Preparation: Prepare materials and presentations for meetings.
  • Meeting Participation: Attend meetings with strategic clients, take notes, and prepare minutes of the meetings.
  • Follow-up Assistance: Assist the Director in following up on all ongoing projects.
  • Information Collection: Collect information about projects

4. Sales Assistant Job Summary

  • Administrative Support: Provide administrative assistance and support to the Vice President – Sales and Marketing and to other members
  • Task Management: Manage the daily flow of administrative duties in a fast-paced environment.
  • Problem Solving: Identify and understand issues, problems, and opportunities.
  • Decision Making: Determine course of action and develop appropriate solutions.
  • Sales Operations: Handle sales operation tasks including quotations, samples, and order processing.
  • Order Management: Follow up on customer orders to assure proper execution.
  • Team Collaboration: Collaborate with the China Merchandising team for tracking order details, invoices between the ZURU China team and retailers.
  • Data Management: Data entry of all information on the SAP system.
  • Issue Reporting: Report any issues or concerns on work orders.
  • Process Improvement: Assist in identifying work process improvements that result in increased productivity and effectiveness.
  • System Development: Create systems and procedures to assist the sales team with forecasting and analysis of retailer programs.

5. Sales Assistant Accountabilities

  • Client Expansion: Accelerate client base expansion by leading the coordination of onboarding and credit processes.
  • Onboarding Management: Manage pending client on-boardings, prioritize with credit, legal, and KYC teams.
  • Stakeholder Follow-Up: Follow up with internal stakeholders to ensure that we obtain completed documents in a timely manner to meet client deadlines.
  • Credit Coordination: Coordinate and manage credit applications.
  • Meeting Arrangement: Arrange virtual and in-person meetings with clients.
  • Travel and Expenses Management: Manage team’s travel and expenses.
  • Project Sharing Organization: Organize meetings for sharing projects with the department involved.
  • Project Leadership: Lead short-term projects and initiatives as requested by the Executive Director.
  • Communication Management: Chase responses to requests and emails to/from the Executive Director.
  • Prospect Research: Conduct in-depth prospect research in the luxury industry.
  • Record Keeping: Keep accurate records and files at all times and as appropriate.

6. Sales Assistant Functions

  • Organization Research: Research of pre-qualified organizations to identify and/or confirm the correct individual within the organization to contact.
  • Administrative Support: Primarily support the sales manager with administrative tasks.
  • Client Screening: Help screen clients by gathering information to be later used in reports.
  • Data Analysis & Reporting: Analyze data, create reports, and prepare the documentation, charts, and other tools necessary to effectively convey the report's message.
  • Client Relationship Development: Develop new client relationships through cold calling, networking, and referrals.
  • Sales Target Achievement: Achieve established sales goals by meeting deadlines and quotas.
  • Campaign Coordination: Daily coordination with Key Account Managers about ordered campaigns, received commercials, amendments, changes.
  • Order Verification: Double-check the received orders to ensure they correspond to the negotiated deals.
  • Order Booking: Booking of orders – administration in the OnAir system.

7. Sales Assistant Job Description

  • Collaboration & Support: Engage and work closely with the sales and marketing teams.
  • Empowerment & Support: Enable team members to drive results through active support in daily dealings.
  • Data Analysis & Reporting: Provide the market with meaningful and useful data and reports to enable decision-making.
  • Interdepartmental Support: Work closely with Finance, Supply Chain Management, and Marketing teams to support the market.
  • Ad-Hoc Reporting: Support sales and marketing team members for ad-hoc reports / as-needed basis.
  • Campaign Monitoring: Daily monitoring, follow up on campaigns.
  • Evaluation Reporting: Preparing post-campaign evaluation reports.
  • Playlist Management: Closing and sending the ad breaks in the playlists to the Scheduling department on a daily basis.

8. Sales Assistant Overview

  • Data Compilation & Reporting: Assembles consumer data reports by compiling, consolidating, formatting, and summarizing information, sell-thru data, and presentations.
  • Market Research & Analysis: Provides marketing tracking and research information by collecting, analyzing, and summarizing data and trends.
  • Survey Coordination: Prepares market surveys by gathering data from store visits, store circulars/flyers, online shopping, etc., and compiles this data, consolidating, formatting, and summarizing information into concise presentations.
  • Information Distribution: Distributes reports and reviews market surveys from colleagues.
  • Sales Support & Presentation Preparation: Supports sales presentations by assembling quotations, proposals, samples, product capabilities, and compiling account and competitor analyses.
  • Order & Communication Management: Supports the team by following up and tracking purchase orders, packaging approval, sample approval, third-party testing reports, shipments, and related communication with retail customers and domestic and international offices.
  • Professional Development: Updates job knowledge by reviewing trade publications and staying current with market research trends.
  • Task Execution & Reporting: Accomplishes marketing and sales organization mission by completing related tasks and reports to the Account Executive.

9. Sales Assistant Details and Accountabilities

  • Quote Preparation & Presentation: Assist Sales Team with the preparation of manual quotes, proposal presentations, and renewal options within 24 hours of assignment, with strong attention to the accuracy of out-bound materials.
  • Call Management: Answer and route routine sales and service calls to the appropriate Delta Dental of Idaho representative or department.
  • Database Management: Manage the DDPA Marketing Database process by engaging the team and meeting timeline and compliance obligations.
  • Document Management: Scan, upload, and update documents and administrative activities within the sales tracking system.
  • Quote Assignment: Keep web-based quotes current and assigned to the appropriate sales representative, including unknown quotes.
  • Prospect & Group Management: New prospect setup and existing group maintenance in ProClaim 2.
  • Producer Coordination: Coordinate producer appointment paperwork with Underwriting and follow up with new producers and agencies for tax ID#s and SSNs.
  • Producer Support: Support producer requests for web logins, passwords, where to find documents, etc.
  • Renewal Presentations: Create and send out (scan and email) renewal presentations.

10. Sales Assistant Tasks

  • Attention to Detail & Accuracy: Proof renewal letters, with a strong attention to accuracy and detail.
  • Quote & Proposal Generation: Generate and review new quotes and proposals.
  • Presentation Creation & Proofing: Create and proof large/jumbo group PowerPoint presentations for client meetings.
  • Marketing & Inventory Management: Work with the Marketing team to manage inventory/promotional items for giveaways, sponsorship events, health fairs, meetings, sales collateral, and packets for client visits.
  • Event Coordination: Register and coordinate sales teams for meetings and events.
  • Schedule Management: Manage Friday rotation schedule for sales team.
  • Contact & Financial Information Management: Manage updates to group/producer contact information and EFT information.
  • License Renewal Management: Manage and renew producer licenses for sales team.
  • Expense & Purchase Order Processing: Manage the monthly expense reporting for the sales department credit card as well as processing of Purchase Orders.
  • Producer of Record Processing: Process Producer of Record changes.