Sales Administrator (Hybrid)

Broadridge•Toronto, ON

1d•CA$50,000 - CA$55,000•Hybrid

About The Position

The Sales Administrator is responsible for supporting the Sales team in daily administrative activities. This role involves managing internal SOX approval processes, proofreading and editing sales documents, and handling the collection, filing, and distribution of signed contract proposals. The administrator will also prepare service order checklists, provide finance with necessary documentation for month-end reporting, and maintain a sales tracking log for contracts and agreements. Additionally, the role assists in preparing sales presentations and sales materials, maintains and updates sales contact lists, and prepares annual mail merges for proxy proposal templates. The Sales Administrator also coordinates bi-weekly Sales/Operations meetings, prepares direct client mailings, manages expense processing and travel bookings for sales teams, and ensures adherence to T&E policies. This position involves coordinating with internal departments, updating and exporting reports in Salesforce, assisting with Senior Executive Profile Summary reports, and preparing client informational packages for meetings. Logistics for client events and information sessions, such as organizing food, beverages, AV equipment, and booking rooms, are also part of the responsibilities. The role supports the VP of Sales with annual preparation of the Corporate Issuers List and year-end client status reports. It also involves preparing packages with proxy information and handling special projects like Salesforce cleanup, email campaigns, and cold calling campaigns. Other duties as assigned by Senior Management are also expected.

Requirements

Community College Diploma in Office Administration/Business/Marketing
1-2 years working experience in a fast-paced, dynamic environment, ideally with experience supporting dynamic Sales teams
Strong written and verbal communication skills, including proofreading and editing abilities
Excellent organizational and time management skills, with the ability to manage multiple priorities and meet deadlines
Strong attention to detail and accuracy in preparing documents, maintaining records, and supporting sales-related activities
Proactive problem-solving skills and the ability to adapt quickly to changing priorities and requests
Comfortable working independently while collaborating effectively with Sales teams and other internal stakeholders
Proficiency with Microsoft Office, particularly Outlook, Excel, PowerPoint, and Teams
Comfortable using CRM systems and maintaining accurate client, contact, and opportunity information
Ability to use AI-powered tools responsibly to support administrative tasks, research, drafting, and productivity, while maintaining confidentiality and appropriate judgment
Professional and discreet when handling confidential client and business information
Advanced word processing skills.
Microsoft office environment (with emphasis on Excel, PowerPoint and Word), email, Internet, Salesforce.

Nice To Haves

Experience supporting dynamic Sales teams

Responsibilities

Manage internal SOX approval process for sales proposals/contracts.
Proofread and edit sales documents and Contract approval Sheets (CAS’s) as required during SOX approval process.
Manage the collection, filing, and distribution internally of signed contract proposals to all required departments.
Prepare Service Order Checklist and attach to signed proposal as well for internal distribution.
Provide finance with signed contract proposals to complete month end closed sales report.
Maintain and track the outgoing and receipt of contracts and agreements for reporting purposes through the Sales Tracking Log.
Assist in the preparation of sales presentations and other sales material as required.
Maintain and update the sales contact lists for both the Corporate Issuer and Asset Management Clients.
Prepare and complete the annual mail merge of all of the proxy proposal templates for top 650 Corporate Issuers list including preparation of the annual sales log and BR#’s.
Prepare and assist with scheduling the bi-weekly Sales/Operations meeting for Proxy and ensuring updated reports are distributed at the meetings.
Prepare direct client mailings as required.
Manage expense processing on behalf of both ICS and BBD Sales teams.
Book travel for both ICS and BBD sales teams and monitoring T&E Policy adherence.
Coordinate with internal departments (including IT, Facilities, ICS and BBD Management, etc.).
Update, track, and export reports in Salesforce.
Assist sales executives with preparing Senior Executive Profile Summary reports.
Print marketing sheets and prepare client informational packages for meetings as required.
Coordinate logistics for client events or meetings and Information Sessions (organize food, beverages, AV equipment, and book rooms) as required.
Assist VP of Sales with preparation annually of the 650 Corporate Issuers List for the Sales team.
Assist the VP of Sales by preparing year end reports on the status of clients in the 650 list at fiscal year-end.
Prepare packages with Proxy information, regarding screen 6, screen 2, postal information and last invoices.
Special projects as assigned (Salesforce cleanup projects to reassign accounts, Salesforce dump to auto load renewal opportunities, e-mail campaign for new product launches, cold calling campaigns to corporate issuers).
Other duties as assigned by the Senior Management team in Sales.