[Hiring] Executive Sales Assistant @Employmate

Role Description

The Executive Sales Assistant is a key support role responsible for helping drive sales growth, managing customer relationships, and keeping the Managing Director organised and focused on high-value opportunities. This role combines appointment setting, sales administration, customer communication, proposal management, and market research to deliver exceptional customer experiences and support business development.

We are looking for a proactive, organised, and positive team player who enjoys building relationships, thrives in a fast-paced environment, and is passionate about helping customers bring their branding ideas to life while contributing to the continued growth.

Appointment Setting

• Schedule and manage all meetings with existing customers and new prospects, ensuring the Managing Director's appointment days (Tuesday and Friday only) are consistently filled with high-value opportunities.
• Plan 1–2 days per week of local customer meetings across Brisbane, the Sunshine Coast and the Gold Coast, prioritising key accounts and strategic prospects.
• Coordinate quarterly interstate trips to Sydney, Melbourne and Adelaide, organising travel logistics, mapping out customer routes, and ensuring all face-to-face meetings are planned at least two weeks in advance for maximum efficiency and impact.
• Manage the Managing Director's calendar and inbox, triaging communications, prioritising commitments and keeping him organised, prepared and on task across all meeting, travel and operational responsibilities.

Business Development & Customer Engagement

• Proactively identify and engage new business opportunities through outbound calls, emails and customer outreach, while maintaining regular contact with existing customers to uncover new opportunities and strengthen relationships.
• Conduct structured outbound prospecting calls to qualify leads, gather key information, understand customer requirements, and assess sales opportunities, ensuring the Managing Director is focused on well-qualified prospects with strong potential for conversion.
• Maintain quarterly check-ins with key customers to support relationship management, uncover new opportunities and ensure ongoing satisfaction.
• Contact customers after despatch to collect feedback, testimonials and product photos for future marketing campaigns, ensuring every customer feels supported throughout their entire journey with the business.

Market Research & Networking

• Stay informed and actively connect with customers and prospects through LinkedIn, Instagram and Facebook to maintain visibility, monitor industry activity and nurture relationships.
• Research and analyse market trends, customer insights and competitor activity across the hospitality, food & beverage and events industries - sectors rich with opportunities for the business.
• Identify potential customers, decision-makers and industry contacts, then plan how best to engage them to drive brand growth and new business.
• Support the business strategic focus on the Brisbane Olympic Games by building strong networks with sporting bodies, event managers and organisations involved in Olympic-related events, ensuring the company is well-positioned as a preferred supplier.
• Identify relevant industry tradeshows, events and networking opportunities, providing insights that strengthen sales strategy and contribute to long-term business growth.

Inbound Quote & Proposal Management

• Handle all inbound phone calls professionally, responding to enquiries promptly and directing calls to the appropriate team member when required.
• Prepare clear, precise quotes and proposals based on customer requirements.
• Ensure all specifications, pricing, terms and conditions are correct before sending to the customer.
• Provide proposals within required timeframes to keep momentum and support fast decision-making.
• Actively manage all CRM tasks throughout the entire proposal journey, including phone and email follow-ups, proposal extensions, opportunity closure and conversion tracking.

Qualifications

• A minimum of 3 years' experience in sales administration or customer service is essential for this role.

Key Performance Indicators

• Schedule 5–7 qualified sales appointments per week, delivered across 2 days per week.
• Minimum 20 proactive outbound calls per week to new opportunities and existing customers.
• Secure testimonials and/or product photos from a minimum of 1–2 customers per month.
• Deliver at least 1 market, competitor, or customer insight per team meeting.