SUMMARY:
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POSITION INFO:
Job Description
Sales Executive Assistant
Purpose:
The Executive Assistant provides comprehensive support to the Group Sales Manager and
broader Sales team, ensuring smooth execution of all operational, administrative, and
coordination tasks. This role is essential to the effectiveness and efficiency of the sales function,
facilitating team organisation, sales reporting, internal communication, event logistics, and key
project tracking. It requires a highly professional, proactive, and detail-driven individual capable
of managing diverse tasks with discretion and precision.
Key Responsibilities:
1. Executive Support & Sales Administration
• Act as the primary point of contact for the Group Sales Manager’s daily schedule,
correspondence, and task prioritisation.
• Maintain up-to-date records across CRM systems and internal tools (e.g., Hubspot,
ResRequest).
• Prepare, proofread, and format business documents, reports, and board presentations.
• Troubleshoot and escalate sales system issues and manage user access requests.
2. Reporting & Sales Stats
• Compile and distribute monthly and quarterly sales reports, agent performance stats, and
key comparisons (YoY/MoM).
• Assist in data gathering and formatting for Sales Connects, planning meetings, and
strategic sessions.
• Support preparation of business review packs and planning documents.
3. Team Support & Internal Coordination
• Assist with onboarding, uniform distribution, tech needs, and resource sharing for new and
existing team members.
• Help coordinate weekly team meetings, action follow-ups, and process compliance.
• Maintain shared folders and drive internal communication clarity.
4. Trade Show & Fam Trip Logistics
• Manage all administrative aspects of trade shows and Fam trips, including: - Delegate registration, sales kit collation, and agent itineraries. - Venue and travel logistics, print collateral, and post-event reporting.
• Liaise with internal and property teams to ensure execution alignment.
5. Stakeholder Liaison & Agent Support
• Respond to DMC and trade agent requests when Sales Managers are travelling.
• Ensure professional and timely internal communication and routing of client queries.
• Log incoming requests and assist in the preparation of agent-facing materials.
6. Marketing & Resource Management
• Work with Marketing to ensure up-to-date sales tools, rate sheets, fact sheets, and image
libraries are available.
• Distribute sales collateral and ensure brand compliance across trade materials.
• Track stock of merchandise, brochures, and branded items for team use.
7. Calendar Management & Planning Support
• Maintain the master sales calendar covering trade events, Fam trips, and deadlines.
• Coordinate site inspections and distribute weekly reports.
• Monitor key project timelines and ensure alignment across departments.
Required Skills & Experience:
• Minimum 5 years’ experience in an Executive Assistant, senior coordination, or sales
support role, preferably in luxury hospitality or tourism.
• Strong experience with CRM systems (Hubspot preferred), reservations systems (e.g.,
ResRequest), and API integrations.
• Highly organised and self-motivated with a proven ability to manage multiple priorities.
• Proficient in Microsoft Office Suite (especially Excel and PowerPoint) and digital file
management.
• Excellent verbal and written communication skills – calm, clear, and professional under
pressure.
• Detail-oriented with a strong sense of responsibility and commitment to confidentiality.
• Confident managing event logistics and cross-functional workflows.
• Reliable team player with a service-driven mindset and positive attitude.
