Sales Operations & Administrative Coordinator

Advisicon is seeking a seasoned Sales Operations & Administrative Coordinator to provide high-level administrative support to our executive leadership and marketing teams and serve as the custodian of our sales data and processes.

This role is a unique hybrid of executive administrative support and sales enablement. Approximately half of your time will be dedicated to traditional administrative assistance for the CEO (Head of Sales), the CIO (Business Transformation Specialist), and the Marketing team. The other half will focus on mastering and maintaining our CRM (Capsule), translating sales data into actionable Power BI reports, and collaborating with leadership to document and map out our outside sales process for future expansion.

The ideal candidate is a proactive, detail-oriented professional with 3 to 5 years of experience as an office administrator or executive assistant supporting sales. You should thrive on bringing order to data, supporting busy leaders, and helping build the operational foundation for a growing organization.

Key Responsibilities

Executive & Marketing Administrative Support

• Provide comprehensive administrative assistance to the CEO (Head of Sales) and CIO (Business Transformation Specialist).
• Support the Marketing group with meeting coordination, campaign tracking, and administrative tasks to improve cross-functional alignment.
• Manage calendars, coordinate key meetings, draft correspondence, and help prepare materials for leadership presentations.

CRM Curation & Pipeline Management

• Learn, master, and champion the use of our CRM, Capsule.
• Work closely with the CEO to curate, clean, and keep all business development candidates, active leads, and opportunity records up to date.
• Enforce CRM data hygiene and governance so that the pipeline accurately reflects active sales conversations and timelines.

Reporting & Data Visualization (Power BI)

• Extract relevant sales and pipeline data.
• Design and maintain easy-to-read dashboards and reports using Power BI.
• Provide regular, accurate reporting on pipeline health, lead sources, and sales activity to the CEO, CIO, and the extended Leadership Team.

Sales Process Mapping & Enablement

• Collaborate with the CEO and CIO to formally document and refine our outside sales workflow.
• Help build the "playbook" (including documentation standards and follow-up templates) required to successfully onboard and support future outside sales hires.

Required Qualifications

• Experience: 3–5 years of proven experience as an Office Administrator, Executive Assistant, or Sales Coordinator.
• CRM Familiarity: Prior experience working with CRMs (experience with Capsule is a major plus, but other platforms like Salesforce, HubSpot, Dynamics, or Zoho are highly transferable).
• Data Savvy: Experience using Power BI (or similar tools like Tableau or Excel-based dashboards) to compile data and present visually clear reports.
• Process Mindset: Ability to document workflows and help map out step-by-step processes.
• Communication Skills: Strong written and verbal communication skills, with the ability to interface professionally with leadership and external partners.
• Organizational Prowess: Exceptionally organized with the ability to manage competing priorities from multiple stakeholders.

Success Measures

Success in this role will be demonstrated by:

• Seamless Executive Support: A highly organized rhythm of administrative support for the CEO, CIO, and Marketing team.
• Impeccable CRM Hygiene: A highly accurate, fully updated, and curated Capsule CRM database.
• Data Visibility: The consistent, timely delivery of clear Power BI reports that give leadership actionable insights into the sales pipeline.
• Future Readiness: A fully documented outside sales process, ready to be handed to future sales hires as a blueprint for success.