Administrative Assistant - Sales

Calix; Canada; Remote; CAD 50,000 - 70,000; Full time

Job summary

A technology firm is seeking an experienced Administrative Assistant to support multiple Vice Presidents in their Sales organization. This remote position focuses on managing calendars, analyzing reports, and organizing data. Ideal candidates will have a minimum of 3 years of administrative experience and advanced proficiency in Excel. Strong communication skills and the ability to adapt to dynamic work environments are essential. Travel to events may be required.

Qualifications

• Minimum of 3 years’ experience as an Administrative Assistant.
• Resourceful and adaptable, with a proactive approach to learning new tools.
• High attention to detail and accuracy.

Responsibilities

• Manage daily calendars for multiple Sales Vice Presidents.
• Pull and analyze reports from Salesforce and Power BI.
• Utilize Excel to organize and visualize data.

Skills

Advanced proficiency in Excel

Proficient in Microsoft Office Suite

Excellent time management

Strong written and verbal communication

Project management experience

Education

High school diploma or GED

Bachelor’s degree in business administration or business management

Tools

Salesforce

Power BI

Microsoft Teams

Adobe Acrobat

Job description

Overview

Calix provides the cloud, software platforms, systems and services required for communications service providers to simplify their businesses, excite their subscribers and grow their value.

Calix is seeking an Administrative Assistant to support multiple Vice Presidents in our Sales organization. Candidates who have experience supporting team members in a remote work environment are strongly preferred. From your home office (as part of Calix’s Remote first work environment), you will report into the Manager, Administrative Support - Sales, and join an exciting and engaging administrative support team!

Responsibilities

• 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.

Qualifications

• 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.

Location

This is a Remote position located in Canada - Ideally EST or CST