Administrative Assistant - Business Development

About the job

Job Description: Administrative Assistant – Business Development

Role Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to become the central support engine for our Director of Business Development. This role is critical in keeping high-volume deal flow, partnerships, and strategic initiatives moving quickly and accurately.

Key Responsibilities

• Calendar & Travel Management
• Own the Director’s calendar: schedule internal/external meetings, calls, and events across multiple time zones
• Coordinate domestic and international travel (flights, hotels, ground transport, detailed itineraries)
• Lead Management & CRM Ownership
• Capture, qualify, and route all incoming leads (email, web forms, events, calls)
• Enter and maintain accurate records in CRM – contacts, activities, deal stages, follow-ups
• Generate weekly lead and pipeline reports for leadership
• Market & Competitive Research
• Conduct targeted research on retail segments, channel partners, emerging categories, and competitors
• Summarize findings into concise briefs, competitor trackers, and opportunity snapshots
• Retail Presentation & Materials Support
• Build and format investor, retailer, and partner decks (PowerPoint/Google Slides)
• Maintain master slide library, brand assets, and one-sheeters
• Prepare printed and digital leave-behinds for buyer meetings and trade shows
• General Executive Support
• Expense reporting and reimbursement processing
• Meeting preparation: agendas, pre-reads, note-taking, and follow-up action items
• Light project coordination across Marketing, Sales, and Product teams
• Ad-hoc administrative tasks as they arise (document signing, contract routing, etc.)

Required Skills & Experience

• 3+ years of administrative or executive assistant experience (business development, sales, or retail teams strongly preferred)
• Advanced proficiency in Microsoft Office/Google Workspace (especially PowerPoint and Excel) and CRM systems (HubSpot or Salesforce experience a big plus)
• Exceptional attention to detail and ability to manage multiple priorities under tight deadlines
• Strong written and verbal communication; comfortable interacting with senior executives and external partners
• Demonstrated experience handling sensitive and confidential information with discretion
• Self-starter who thrives in a fast-paced, growth-oriented environment

Preferred (not required)

• Experience in consumer health, fertility, or CPG categories
• Basic data analysis skills (pivot tables, dashboards)
• Familiarity with tools like Canva, Zoom, DocuSign, Expensify