What are the responsibilities and job description for the Administrative and Sales Assistant position at Swan Software Solutions?
Administrative Support:
About the Company:
Swan Software Solutions is a fast growing, quality-driven IT & AI services company providing cutting edge solutions. We believe we have found the ideal blend of global talent, innovative technologies, and highly-standardized processes to fully leverage our core values - reliability, scalability and affordability. Our mission is to help companies reach their goals by delivering efficient, successful, and intuitive software that exceeds our clients’ expectations.
Swan Software Solutions has built custom applications and AI for cloud and mobile for over 21 years. We are driven by the desire to build high-quality applications to assist businesses to capitalize on their business model within this technology-driven world. Swan uses a true agile scrum based methodology and a fully integrated end-to-end QA process.
Job Summary
We are seeking a proactive and organized Administrative and Sales Assistant to support day-to-day administrative operations and assist with the execution of sales activities. This role combines general administrative support with hands-on involvement in sales, communications, and event coordination. The ideal candidate is detail-oriented, tech-savvy, and thrives in a dynamic work environment.
Job Responsibilities
Administrative Support
- Perform general office duties including, managing calendars, scheduling meetings, and filing documents.
- Update Policy and Procedure manuals as required.
- Balance Spreadsheets and validate monthly documents.
- Prepare reports, presentations, and correspondence as requested.
- Maintain office supplies and ensure a well-organized working environment.
- Assist in handling confidential or sensitive information with discretion.
Marketing Support:
- Assist in creating content for social media, email newsletters, blog posts, and other digital platforms.
- Schedule and monitor social media posts and campaign performance.
- Help maintain and update the company website and CRM system.
- Support event planning, coordination, and follow-up (e.g., trade shows, webinars).
- Conduct market research and compile data for analysis.
- Collaborate with vendors and agencies on promotional materials.
Sales Support:
- Finds and engages with new customers through various prospecting activities
- Attends community networking events to create additional business relationships and opportunities for Swan
- Researches and determines which networking events will benefit sales efforts through their attendance
- Uses LinkedIn and sales navigator to prospect for lead generation
- Follows up with prospects in a timely organized manner through inbound lead follow-up tasks via email, phone calls, LinkedIn, and video conferences
- Uses Agile CRM to track prospects in their buyer journey
Qualifications
- Education: HS Diploma Required. Associate’s or Bachelor’s degree in Business Administration, Communications, Marketing, or related field preferred.
- Experience: 1–3 years in a similar administrative, sales or marketing support role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.Familiarity with marketing/sales tools such as Mailchimp, Canva, Buffer, Wordpress, or similar.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to multitask and prioritize.
Benefits
- Health Insurance Reimbursement
- Expense Reimbursement
- PTO
- Holidays
Job Type: Full-time
Benefits:
- Paid time off
Work Location: In person