Senior Administrative Assistant

Jobtailor; New York (NY); On-site; USD 52,000 - 72,000; Full time

Job summary

Jobtailor in New York, NY is seeking an organized and proactive Administrative Specialist to support Sales Managers and Home Office leadership. You will organize reports, prepare dashboards, and coordinate meetings, travel, and communications across departments.

The role emphasizes strong organizational skills, MS Office proficiency (including Co-Pilot) and a customer-service mindset to drive efficiency within a dynamic sales environment.

Qualifications

• High school diploma or equivalent experience.
• Excellent organizational, planning, and time-management skills.
• Strong verbal and written communication skills with the ability to interact professionally at all organizational levels.
• Advanced proficiency with Microsoft Office applications including Co-Pilot and various AI applications, Outlook, Word, Excel, PowerPoint, and Teams.
• Strong analytical and reporting support skills.
• Ability to prioritize multiple assignments and meet deadlines with minimal supervision.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to handle confidential information with discretion and professionalism.
• Strong customer service mindset and collaborative approach to supporting internal stakeholders.
• Ability to adapt to changing priorities and work effectively in a dynamic sales environment.

Responsibilities

• Provides administrative and operational support to Sales Managers and Home Office Sales Leadership.
• Organizes, prepares, and maintains reports, presentations, correspondence, spreadsheets, dashboards, and other business documents.
• Coordinates recurring and ad hoc sales reports, ensuring information is accurate and distributed in a timely manner.
• Maintains calendars for Sales Managers, schedules meetings, and coordinates meeting logistics, agendas, materials, and follow-up activities.
• Coordinates travel arrangements and prepares expense reports in accordance with company policies.
• Facilitates communication between Sales Management, field leadership, agents, Home Office departments, and external business partners.
• Screens telephone calls, emails, correspondence, and meeting requests, responding independently when appropriate and escalating matters as needed.
• Composes and prepares correspondence, communications, meeting summaries, and presentation materials from general direction.
• Organizes and maintains files, records, meeting notes, project documentation, and other departmental information.
• Tracks action items, projects, and strategic initiatives to ensure timely completion and follow-up.
• Assists with planning and coordination of sales meetings, leadership meetings, training events, conferences, recognition programs, and special events.
• Supports the preparation and distribution of sales communications, announcements, newsletters, and departmental updates.
• Coordinates workflow between Sales Management and internal departments to ensure timely processing of requests, reports, approvals, and initiatives.
• Maintains confidentiality of sensitive business information and exercises sound judgment in handling matters of importance.
• Identifies opportunities to improve administrative processes, communication flow, and team efficiency.
• Provides support for special projects and other duties as assigned.

Skills

Organizational skills

Verbal communication

Written communication

Microsoft Office proficiency

Co-Pilot / AI tools usage

Analytical skills

Reporting support

Time management

Customer service mindset

Collaboration

Education

High school diploma or equivalent

Tools

Microsoft Co-Pilot

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

• Provides administrative and operational support to Sales Managers and Home Office Sales Leadership.
• Serves as a resource regarding departmental policies, procedures, systems, and processes for associates and business partners.
• Organizes, prepares, and maintains reports, presentations, correspondence, spreadsheets, dashboards, and other business documents utilizing various office technologies and software applications.
• Coordinates recurring and ad hoc sales reports, ensuring information is accurate and distributed in a timely manner.
• Maintains calendars for Sales Managers, schedules meetings, and coordinates meeting logistics, agendas, materials, and follow-up activities.
• Coordinates travel arrangements and prepares expense reports in accordance with company policies.
• Facilitates communication between Sales Management, field leadership, agents, Home Office departments, and external business partners.
• Screens telephone calls, emails, correspondence, and meeting requests, responding independently when appropriate and escalating matters as needed.
• Composes and prepares correspondence, communications, meeting summaries, and presentation materials from general direction.
• Organizes and maintains files, records, meeting notes, project documentation, and other departmental information.
• Tracks action items, projects, and strategic initiatives to ensure timely completion and follow-up.
• Assists with planning and coordination of sales meetings, leadership meetings, training events, conferences, recognition programs, and special events.
• Supports the preparation and distribution of sales communications, announcements, newsletters, and departmental updates.
• Coordinates workflow between Sales Management and internal departments to ensure timely processing of requests, reports, approvals, and initiatives.
• Maintains confidentiality of sensitive business information and exercises sound judgment in handling matters of importance.
• Identifies opportunities to improve administrative processes, communication flow, and team efficiency.
• Provides support for special projects and other duties as assigned.

Requirements

• High school diploma or equivalent experience required.
• Excellent organizational, planning, and time-management skills.
• Strong verbal and written communication skills with the ability to interact professionally at all organizational levels.
• Advanced proficiency with Microsoft Office applications including Co-Pilot and various AI applications, Outlook, Word, Excel, PowerPoint, and Teams.
• Strong analytical and reporting support skills.
• Ability to prioritize multiple assignments and meet deadlines with minimal supervision.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to handle confidential information with discretion and professionalism.
• Strong customer service mindset and collaborative approach to supporting internal stakeholders.
• Ability to adapt to changing priorities and work effectively in a dynamic sales environment.

Core Competencies

Demonstrates advanced proficiency in Microsoft Office applications, including Co-Pilot, Outlook, Word, Excel, PowerPoint, and Teams, while providing exceptional organizational, planning, and communication support in a dynamic sales environment.

Highest-signal resume keywords

• Microsoft Office Proficiency
• Organizational Skills
• Verbal and Written Communication
• Analytical and Reporting Skills
• Customer Service Mindset

Hard Skills

• Reporting Support
• Calendar Management
• Expense Reporting
• Document Preparation
• Data Accuracy

Soft Skills

• Attention to Detail
• Time Management
• Collaboration
• Adaptability
• Discretion

Industry Keywords

• Sales Support
• Administrative Support
• Confidentiality
• Process Improvement
• Meeting Coordination

Tools & Technologies

• Microsoft Co-Pilot
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams