Administrative Assistant - Sales

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 & Duties:

• 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

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