Executive Admin Assistant

Job Title: Executive Assistant (Sales & Operations Support) Department: Sales Reports to: CEO FLSA Status: Salary Exempt Job Summary: We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Company Executive in driving daily business operations. This role plays a critical part in ensuring efficiency across sales, procurement, and account management workflows, supporting the full lifecycle from sales order creation through purchasing, fulfillment, and vendor/customer coordination of new accounts. The ideal candidate is highly resourceful, anticipates needs, and can manage multiple priorities while maintaining a high level of accuracy and professionalism in a fast-paced environment. Essential Duties, Functions and Responsibilities: Prepare reports, presentations, and business communications Track action items, priorities, and deadlines to ensure timely execution Serve as a liaison between leadership, internal teams, vendors, and customers Provide direct administrative support to the Company Executive including calendar management, meeting coordination, and travel arrangements New Sales & Account Management Support Assist with new sales order entry, tracking, and updates within ERP/CRM systems Support quote preparation, pricing coordination, and customer communications Maintain customer records, agreements, and documentation Monitor order progress and proactively communicate status updates Assist with issue resolution and customer follow-ups Procurement & Purchasing Support Create and manage new purchase orders (POs) aligned with procurement strategy Coordinate with vendors on pricing, availability, and delivery timelines Track procurement lifecycle from PO issuance through receipt and reconciliation Support supplier communication and relationship management Assist in monitoring inbound inventory and delivery schedules Order Lifecycle & Operations Coordination Support full transaction lifecycle: New Sales Order Purchase Order Shipment Invoice Payment Returns/RMA Ensure accuracy and consistency across all documentation and systems Identify, troubleshoot, and escalate delays or discrepancies Coordinate cross-functionally with warehouse, finance, and operations teams Data, Reporting & Process Support Generate reports related to sales activity, procurement status, and order flow Assist leadership in tracking KPIs such as order volume, vendor performance, and turnaround times Maintain organized filing systems and operational documentation Identify opportunities to improve administrative and workflow efficiencies Competencies/Skills/Abilities: 5+ years of experience in Executive Assistant, Sales Support, Procurement Support, or Operations roles Experience supporting senior leadership Hands-on experience with ERP/CRM systems (e.g., NetSuite, SAP, Salesforce, or similar) Proficiency in Microsoft Office / Google Workspace Strong organizational, multitasking, and time management skills High attention to detail and ability to manage confidential information Preferred Experience in procurement, supply chain, or distribution environments Familiarity with order processing, purchasing workflows, and inventory coordination Experience in multi-channel sales environments (e-commerce + wholesale) Exposure to vendor management and supplier coordination Required Education and Experience: Bachelor’s Degree preferred Highly proficient in Excel, required Organization skills Strong phone, email and in-person communication High-paced, operations environment supporting procurement and sales execution Requires strong prioritization and ability to manage shifting deadlines High interaction with leadership, vendors, and internal teams Work Environment: Work is typically performed indoors in an environmentally controlled office environment. There is little to no exposure to extreme environmental conditions and/or job hazards. Physical Work Conditions: This position has the following body position requirements – Activity % Time Spent Sitting Standing Climbing (ladders, scaffolds, poles) Walking or Running Kneeling, Crouching, Stooping, Crawling Keeping or Regaining Balance Use of Hands (handle, control, feel) Bending or Twisting the Body Making Repetitive Motions Travel Required: NA Refreshed Tech is an equal opportunity employer.