Sales Executive Assistant

Ferdinand Bilstein Middle East FZE; Dubai; On-site; AED 120,000 - 220,000; Full time

Job summary

Ferdinand Bilstein Middle East FZE is seeking an Executive Assistant to act as the central coordination point between Sales, Customers, and Internal Departments across the organization locally and internationally. The role focuses on maximizing the Sales Manager's time by ensuring internal actions, reporting, meeting management, and documentation are executed professionally.

The successful candidate will support the Sales Manager in operational, administrative and commercial activities,

Qualifications

• Advanced Microsoft Office skills (Excel, PowerPoint, Outlook, Word).
• Strong presentation preparation capability.
• Reporting and data analysis skills.
• CRM experience preferred.
• Microsoft Dynamics 365 or SAP knowledge is an advantage.

Responsibilities

• Prepare agendas and documentation before customer meetings.
• Attend customer review meetings when required.
• Prepare minutes of meetings (MoM) after customer visits.
• Maintain action trackers and ensure timely completion of all actions.
• Follow up internally and externally until agreed actions are closed.
• Coordinate quotations, technical requests, documentation requests and customer enquiries.
• Ensure commitments made to customers are monitored and completed.

Skills

Advanced Microsoft Office

Presentation preparation

Reporting and data analysis

CRM experience

Microsoft Dynamics 365

SAP knowledge

Tools

Excel

PowerPoint

Outlook

Word

Job description

The Executive Assistant acts as the central coordination point between Sales, Customers, and Internal Departments across the organization locally and internationally.

The role is responsible for ensuring effective execution of customer commitments, follow-up of business actions, coordination with back-office teams in Dubai, Germany, China and other group entities, and supporting the Sales Manager in operational, administrative and commercial activities.

The primary objective is to maximize the Sales Manager's customer-facing time by ensuring that all internal coordination, follow-up actions, reporting, documentation, meeting management, and administrative activities are executed professionally and on time. This reflects the role's positioning as the operational backbone of the Sales and Business Development function

Responsabilites

Customer Visit & Business Follow-up Management

• Prepare agendas and documentation before customer meetings.
• Attend customer review meetings when required.
• Prepare minutes of meetings (MoM) after customer visits.
• Maintain action trackers and ensure timely completion of all actions.
• Follow up internally and externally until agreed actions are closed.
• Coordinate quotations, technical requests, documentation requests and customer enquiries.
• Ensure commitments made to customers are monitored and completed.

Skills

echnical Skills

• Advanced Microsoft Office skills (Excel, PowerPoint, Outlook, Word)
• Strong presentation preparation capability
• Reporting and data analysis skills
• CRM experience preferred
• Microsoft Dynamics 365 or SAP knowledge is an advantage

Soft Skills

• Exceptional organizational skills
• Strong follow-up and execution mindset
• Excellent communication skills
• Ability to manage multiple priorities simultaneously
• High attention to detail
• Problem-solving capability
• Professional customer-service orientation
• Ability to work independently with minimal supervision