Sales Administrative Assistant - Adc - Madrid

**JOB DESCRIPTION:** -------------------- **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. **The base pay for this position is** N/A In specific locations, the pay range may vary from the range posted. **JOB FAMILY:** --------------- Administrative Support **DIVISION:** ------------- ADC Diabetes Care **LOCATION:** ------------- Spain > Madrid : Quintanavides **ADDITIONAL LOCATIONS:** ------------------------- **WORK SHIFT:** --------------- Standard **TRAVEL:** ----------- Not specified **MEDICAL SURVEILLANCE:** ------------------------- Not Applicable **SIGNIFICANT WORK ACTIVITIES:** -------------------------------- Not Applicable