Sales Support & Executive Assistant

Sales Support & Executive Assistant

In this role, you will play a pivotal role in supporting the Vice President – Pacific and members of the Pacific Leadership Team, while also providing essential administrative support to the Sales function. The role requires a highly organised, proactive professional who can balance executive-level support with sales administration responsibilities in a fast-paced environment.

You will be responsible for ensuring the Vice President is supported efficiently and proactively, while also enabling the Sales team to operate effectively through strong coordination, reporting, and administrative support. This position requires exceptional attention to detail, discretion, strong communication skills, and the ability to manage competing priorities with confidence and professionalism.

Role Summary

Your responsibilities will include, but are not limited to:

• Efficiently manage and prioritise executive calendars, including scheduling meetings and appointments, assisting with travel arrangements and meeting venues. Anticipate scheduling conflicts and proactively resolve them.
• Serve as a primary point of contact for internal and external communications, screening and prioritising emails, phone calls, and correspondence.
• Draft and prepare correspondence on behalf of the VP and/or Leadership Team for review.
• Organise and coordinate meetings, conferences, and special events, including preparation of agendas, presentations, and supporting materials. Manage all meeting logistics including room bookings, catering, and audiovisual requirements. Attend meetings where required to record minutes and key actions.
• Arrange domestic and international travel, including flights, accommodation, ground transport, and visa requirements. Prepare detailed itineraries aligned with executive preferences and business needs.
• Maintain organised and up-to-date electronic and physical filing systems for executive documents, reports, and records, ensuring confidentiality and accuracy.
• Assist with onboarding new staff members and provide administrative support to other departments as needed.
• Track and reconcile executive expenses, including processing reimbursements, reviewing receipts, and liaising with Finance as required.
• Assist with special projects and initiatives led by the VP and/or Leadership Team, including research, data analysis, and presentation preparation.
• Manage office engagement activities for the Brisbane office and work in partnership with the JLL Facilities team onsite to ensure all office needs are met.
• Support onboarding of new employees and provide ad hoc administrative assistance across departments as required.

Sales Support (Administration) Responsibilities

• Provide administrative support to the Pacific Sales team, ensuring smooth day-to-day sales operations.
• Assist with preparation and coordination of sales documentation including proposals, presentations, contracts, quotes, and tender submissions.
• Maintain and update CRM systems, ensuring customer, pipeline, and sales data is accurate and current.
• Support sales reporting activities, including preparation of regular sales reports, forecasts, and dashboards for leadership review.
• Coordinate internal sales meetings, customer meetings, and events, including scheduling, materials preparation, and follow-up actions.
• Act as a liaison between Sales, Finance, Operations, and other internal stakeholders to support order processing, invoicing, and customer administration.
• Assist with onboarding of new sales team members, including system access, documentation, and process support

Knowledge, Skills & Experience Required

The successful candidate will have:

• Proven experience as an Executive Assistant, Senior Administrator, or similar role supporting senior leaders.
• Demonstrated experience in sales administration or sales support is highly desirable.
• A strong passion for administration, organisation, and customer service.
• Exceptional attention to detail with the ability to manage multiple priorities simultaneously.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with CRM systems.
• Proactive mindset with the ability to anticipate needs and take initiative.
• High level of discretion and confidentiality when handling sensitive information.
• Strong organisational, time management, and problem-solving skills.
• Flexibility and adaptability to changing priorities and deadlines.
• Professional demeanour and strong interpersonal skills, with the ability to interact confidently with stakeholders at all levels of the organisation.

Aveva Software Australia is an equal opportunity employer committed to diversity and inclusion in the workplace. We welcome applicants from all backgrounds and do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

AVEVA requires all successful applicants to undergo and pass a comprehensive background check before they start employment. Background checks will be conducted in accordance with local laws and may, subject to those laws, include proof of educational attainment, employment history verification, proof of work authorization, criminal records, identity verification, credit check. Certain positions dealing with sensitive and/or third party personal data may involve additional background check criteria.

AVEVA is an Equal Opportunity Employer. We are committed to being an exemplary employer with an inclusive culture, developing a workplace environment where all our employees are treated with dignity and respect. We value diversity and the expertise that people from different backgrounds bring to our business. Come and join AVEVA to create the transformative technology that enables our customers to engineer a better world.