Sales Administrative Assistant - ADC - Madrid

Primary Objective of Position

The Sales Administrative Assistant provides operational, administrative, and coordination support to the Sales organization, ensuring the effective execution of commercial activities across the portfolio.

The role supports day-to-day sales operations, including coordination of projects, meetings, sales events, reporting, documentation, and commercial materials, enabling timely, consistent, and high-quality delivery. Acting as a key link between Sales, Marketing, Finance, Customer Service, and external partners, the position ensures smooth collaboration among stakeholders, compliance with internal policies and procedures, and efficient implementation of commercial initiatives.

Major Accountabilities

• Act as a primary coordination point between the Sales team and internal stakeholders (Marketing, Finance, Commercial Excellence…) as well as external vendors, ensuring smooth communication and timely execution of activities.
• Manage and maintain sales-related documentation, databases, commercial materials, customer information, and internal repositories (e.g., SharePoint, Teams, CRM systems), ensuring accuracy and accessibility.
• Support the preparation, coordination, and tracking of sales reports, presentations, forecasts, business reviews, and commercial deliverables.
• Coordinate and execute end-to-end administrative logistics for sales meetings, national sales conferences, cycle meetings, field force trainings, customer events, and other commercial activities, including venue management, travel arrangements, registrations, materials preparation, and post-event documentation.
• Support the Sales Leadership Team in planning and coordinating field force activities and commercial projects.
• Liaise with agencies, suppliers, and third-party providers to ensure timely delivery of commercial materials and services aligned with business requirements.
• Support purchase orders, invoicing processes, vendor onboarding, budget tracking, expense reconciliation, and audit requirements related to the Sales department.
• Consolidate meeting minutes, key action items, and follow-up plans to ensure execution and alignment across the sales organization.
• Manage department calendars, meeting scheduling, travel arrangements, and logistical coordination for sales leadership and cross-functional team meetings.
• Support internal communications, including sales updates, announcements, meeting communications, and distribution of commercial information to the field force.
• Manage and control promotional material inventory, sales aids, samples (where applicable), and commercial assets across office and warehouse locations.
• Coordinate and resolve operational inquiries and administrative issues raised by the sales force, ensuring timely communication, stakeholder alignment, and effective support.
• Support the preparation, maintenance, and monitoring of sales performance reports, KPIs, incentive-related documentation, and dashboard updates.
• Ensure accurate data management and support activities related to CRM systems and customer databases.
• Assist in the implementation and follow-up of sales excellence initiatives, business processes, and continuous improvement projects.

Education

• Preferably a degree in Business Administration, Management, Economics, or a related field.
• Minimum 3 years of successful experience in a similar administrative support, executive assistant, or sales support role.
• Experience supporting commercial, sales, or customer-facing teams is highly desirable.
• Excellent oral and written communication skills in Spanish and English; additional languages may be an advantage.
• Excellent knowledge of and experience with the Microsoft Office Suite, particularly Excel, PowerPoint, Outlook, and Teams.
• Experience with CRM systems (e.g., Salesforce, Veeva CRM, SAP CRM, or similar) is desirable.

Background

• Ability to take initiative, prioritize workload, and flexibly switch between tasks in a dynamic commercial environment.
• Strong attention to detail and commitment to accuracy.
• Proven organizational and coordination skills combined with a strong service orientation.
• Good interpersonal skills and cultural awareness.
• Strong communication skills and the ability to work effectively within cross-functional teams.
• Ability to establish and maintain productive working relationships at all organizational levels and with external partners.
• Self-motivated with the ability to work independently and under pressure while meeting deadlines.
• Flexible and adaptable in responding to changing business priorities.
• Develops effective solutions to achieve business objectives and manages time efficiently.
• Proactively follows up on actions, responses, and feedback to ensure timely closure of issues.
• Demonstrates a customer-focused mindset, supporting both internal stakeholders and the field sales force.
• Ability to embrace, represent, and promote the company Mission and Culture within and outside the organization.

Impact of Position

• Provides high-quality administrative, operational, and coordination support to the Sales organization, contributing to the effectiveness and productivity of the commercial team.
• Facilitates smooth execution of sales activities, meetings, events, reporting processes, and business initiatives.
• Supports the field force and sales leadership through efficient management of information, logistics, and operational processes.
• Works independently, takes initiative, and resolves operational issues with minimal supervision.
• Develops efficient ways of achieving objectives while managing competing priorities.
• Partners with management to support successful execution of commercial goals and strategic initiatives.
• Reviews milestones and project status with management and escalates complex issues when appropriate.
• Handles assigned responsibilities efficiently and maintains a thorough understanding of sales support processes and business requirements.
• Contributes to improved communication, coordination, compliance, and operational excellence across the Sales organization.