Sales Operations Coordinator & Executive Assistant to the CEO

About Insicon Cyber

Insicon Cyber is a growing cybersecurity business focused on delivering trusted security solutions and services to our clients. We are seeking a highly organised, proactive, and confident professional to provide executive support to the CEO while also supporting the sales and business operations functions.

This is a dynamic role suited to someone who enjoys variety, thrives in a fast-paced environment, and can balance executive administration with commercial and operational responsibilities.

Position Overview

The Sales Operations Coordinator & Executive Assistant plays a critical role in supporting the CEO and ensuring the smooth execution of sales and operational activities across the business.

The role is structured as approximately:

• 50% Executive Assistant support to the CEO
• 50% Sales and Operations Support

The successful candidate will act as a trusted partner to the CEO while also helping drive operational efficiency, customer experience, sales administration, and business performance.

Key Responsibilities

Executive Assistant to the CEO (50%)

Executive Support

• Manage the CEO’s calendar, appointments, and meeting schedule.
• Coordinate travel arrangements, itineraries, and accommodation bookings.
• Screen and prioritise communications, emails, and meeting requests.
• Prepare agendas, presentations, reports, and briefing materials.
• Manage confidential and sensitive information with discretion.

Stakeholder Management

• Act as a key point of contact for internal and external stakeholders.
• Assist with client engagement activities and executive communications.
• Coordinate leadership meetings, board meetings, and company events.

Strategic and Administrative Support

• Support the CEO with special projects and business initiatives.
• Prepare reports, business documentation, and presentations.
• Monitor key action items and ensure deadlines are met.
• Assist with policy documentation and business process improvements.
• Support business planning and leadership initiatives as required (e.g. organisation of monthly meetings and all hands events).

Sales & Operations Support (50%)

Sales Administration

• Support the preparation and issue of quotes, proposals, contracts, and sales documentation.
• Support the sales pipeline through CRM management and data accuracy.
• Track opportunities, renewals, and customer engagements.
• Coordinate customer onboarding activities.
• Assist with vendor and partner communications.
• Maintain sales reporting, dashboards, and forecasting information.
• Support tender submissions and responses to customer requests.

Operational Support

• Assist with the coordination and delivery of operational projects.
• Support internal business processes and workflow management.
• Coordinate procurement and vendor administration activities.
• Maintain operational records and documentation.
• Support contract administration and document management.
• Assist with reporting across sales, operational, and financial performance metrics.
• Drive continuous improvement of administrative and operational processes.

Customer Experience

• Provide responsive support to customers, partners, and suppliers.
• Coordinate meetings and follow-up actions between clients and internal teams.
• Help ensure a seamless customer experience across all touchpoints.
• Support customer retention and engagement initiatives.

Skills & Experience

Essential

• Previous experience as an Executive Assistant, Office Manager, Operations Coordinator, Sales Coordinator, or similar role.
• Exceptional organisational and time management skills.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to manage competing priorities and meet deadlines.
• Advanced Microsoft 365 skills, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, HubSpot.
• Experience managing confidential information.
• Strong stakeholder management and relationship-building skills.
• Ability to work autonomously and take initiative.

Desirable

• Experience within technology, cybersecurity, professional services, managed services, or SaaS environments.
• Experience using CRM platforms such as HubSpot, Salesforce, ConnectWise, or similar.
• Understanding of sales operations and business administration processes.
• Experience supporting senior executives or C-suite leaders.
• Experience with project coordination and business reporting.

Personal Attributes

• Highly organised and detail oriented.
• Proactive and self-motivated.
• Professional, trustworthy, and discreet.
• Strong problem-solving and critical-thinking skills.
• Adaptable and comfortable working in a fast-paced environment.
• Customer-focused with a positive attitude.
• Strong interpersonal and communication skills.
• Able to work independently while collaborating effectively with a small team.

Success Measures

Success in this role will be demonstrated by:

• Effective management of the CEO’s priorities and schedule.
• Accurate and timely sales administration and reporting.
• Strong pipeline visibility and CRM data integrity.
• Improved operational efficiency and process execution.
• Positive stakeholder and customer experiences.
• High levels of organisation, responsiveness, and attention to detail.
• Effective support of the company’s growth objectives and strategic initiatives.

Why Join Insicon Cyber?

This role offers a unique opportunity to work closely with the CEO while playing a key role in supporting the growth and operational success of Insicon Cyber. You will gain exposure to executive leadership, business operations, sales strategy, and the fast-growing cybersecurity industry, making a meaningful contribution to the success of the business.