POSITION: SALES & EXECUTIVE COORDINATOR

Location: Ottawa, ON
Reports To: CEO & Chief Revenue Officer (CRO)
Employment Type: Full-Time
Salary Range: $ TBD CAD per year (depending on experience and qualifications)

POSITION OVERVIEW

The Sales & Executive Coordinator is a dynamic role supporting the CEO and CRO in business development, bid management, and executive operations. This individual will act as a key liaison between sales, marketing, operations, and clients to ensure smooth workflow and strategic alignment. The ideal candidate is fully bilingual (English & French), highly organized, detail-oriented, and possesses strong communication skills to manage executive scheduling, sales coordination, and proposal development.
This role offers an exciting opportunity to work at the intersection of sales, business development, and executive operations, providing career growth in a fast-paced, professional environment.

QUALIFICATIONS & SKILLS

Security Clearance

• This position requires the applicant to be able to successfully be approved for a Secret Level 2 Security Clearance with the Canadian Federal Government. Applicants that do not meet all criterias for this requirement will not be considered for the position. Kindly ensure that you review the associated pre-requisites linked here prior to applying. We will work with the successful candidate to assist in completing all associated documentation for this process.

Education & Experience

• Post-Secondary Diploma/Degree in Business Administration, Marketing, Communications, or a related field (2-3 year college program preferred).
• 2+ years of experience in a sales support, bid management, executive assistant, or similar role (experience in professional services or technology sectors is an asset).

Skills & Competencies

• Bilingual (English & French) – Required.
• Exceptional written and verbal communication skills.
• Highly organized and detail-oriented, with strong time management abilities.
• Experience with proposals, RFP submissions, and client presentations.
• High level of discretion and professionalism in handling confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM platforms (Salesforce, HubSpot, or similar).
• Ability to work independently, prioritize tasks, and adapt to shifting priorities in a fast-paced environment.

Sales & Bid Management

• Proposal & RFP Coordination: Lead and manage the proposal process, including drafting, editing, and formatting bid documents, ensuring alignment with client needs and internal strategies.
• Sales Support: Maintain CRM systems, track sales pipeline activity, and coordinate follow-ups for key client opportunities.
• Market & Client Research: Conduct research on potential clients, competitors, and industry trends to support business development initiatives.
• Client Communication: Draft client-facing emails, presentations, and reports to support sales efforts.

Executive Support (CEO & CRO)

• Calendar & Meeting Management: Coordinate and manage executive schedules, ensuring efficient time allocation.
• Meeting Preparation & Follow-Up: Prepare agendas, take notes, and track action items for key meetings.
• Confidentiality & Discretion: Handle sensitive company and client information with the utmost professionalism.
• Travel & Event Coordination: Arrange travel plans, accommodations, and logistics for business-related travel and conferences.

Operational & Administrative Support

• Document & Report Management: Organize and maintain important business documents, contracts, and sales records.
• Cross-Team Coordination: Facilitate communication between sales, marketing, finance, and project delivery teams.
• Process Improvement: Identify opportunities to optimize workflows and improve efficiency in sales and executive functions.