Executive Sales Assistant

We don’t teach drive, discipline, or organization; You need to walk in the door with it. Please note: Applicants must provide a resume. Cover letters are preferred. Specific cover letter questions are listed in the description below. Do you desire to work with a team steeped in a culture of respect, learning, discovery, celebration, and collaboration? Are you ready to take the next steps in your personal and professional growth? This is your opportunity to join the Food Tech space. Take it! Icon Foods is a leading manufacturer of food ingredients and natural sweetening solutions. Established more than 20 years ago, the company has grown over time to include a comprehensive portfolio of healthy, natural ingredients and sweetening solutions—perfect for consumers looking to get sugar out of their diets and for manufacturers looking to replace unhealthy ingredients in their products. The burgeoning demand for manufacturers to replace unhealthy sweeteners in their formulas has uniquely positioned us as the go-to wholesale solution for today's market. Icon Foods partners with two retail branches for direct sales and customer support. Summary Job Title: Executive Sales Assistant Job Type: Full-time This is an entry-level position within the sales team, with a high potential for upward growth once you demonstrate excellent customer service skills, sharpen your sales tactics, and learn the science behind our products. Salary: $55,000 annually, DOE Benefits: 401(k) 401(k) matching Employee discount Health insurance Paid time off Schedule: Monday through Friday: 8AM to 5PM Supplemental pay types: Potential bonuses based on KPIs Ability to commute/relocate: Portland, OR: Reliably commute or planning to relocate before starting work Work Location: One location Duties and Responsibilities We are putting in place a major initiative to expand our sales reach. As the executive sales assistant, you will work under the direction of the director or sales & marketing to maximize the sales efforts of our wholesale team. You will also function in tandem with each department head to handle customer service inquires, welcome visitors, manage office supplies, oversee calendars and events, create product bundles, facilitate sample requests, and ensure accurate shipment confirmations. This position will be helping with the maintenance and implementation of the following wholesale sales directives: Process and promote sales while providing excellent customer service. MUST be comfortable directing retail sales and handling customer inquiries. Communicate customer needs and maintain relationships with Purchasing, R&D, & Marketing to fulfill those needs. Maintain customer profiles, develop relationship plans, and set targets. Demonstrated computer knowledge or ability to learn quickly. Fulfill wholesale orders/sample requests. This will include assembling product bundles for our fulfillment partners. This position will work with the quality control team to obtain custom and new product samples in a timely manner. Maintain stock in fulfillment area. This includes wholesale samples and retail products. Handling all mailing, shipping, packages, and deliveries. This position works with our BDR to complete all aspects of customer service. Process shipping confirmations. Communication with customers and the in-house team will be paramount here. Oversee day-to-day office activities as main point of contact for visitors and keep management informed regularly via performance reports. Welcoming visitors and organizing visits to ensure that visitors to the office receive a friendly, personal experience. Create SOPs and implement policies and procedures to improve operational flow. Coordinate internal and external resources and cultivate relationships with vendors to meet office needs. Manage the relationship with the cleaning crew, maintain office supplies, and coordinate events. Ensure office efficiency by maintaining common areas, handling correspondence, managing file systems, overseeing supplies and equipment. Ordering and maintaining office supplies: desks, chairs, pens, computers, large and small equipment. Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists. Onboarding new employees, ensuring smooth IT setup, employee retention. Managing the facilities: dealing with maintenance and building management, decorating, finding, and negotiating with contractors and suppliers, managing contracts and monthly bills Manage all aspects of space/infrastructure planning (ex. moving, additions, changes to workstations) and provide answers, resources, and solutions when requested. You will need to work independently, must be very good at self-organizing, staying on task, creating your own deadlines, and communicating your project developments and status to the team. This is a rare opportunity to join a strong, stable team in an accelerated growth period. In addition to your genuinely positive attitude, we are looking for the following skills and experience. Qualifications You should be a great communicator—expressiveness, personality, and professional tone are a must. Have a strong advocacy for health, interest in food, and motivation to learn! We’re looking for someone who is self-motivated and dedicated to continual self-improvement. MUST be a skilled negotiator who has a passion for quality assurance. Comfortable with spreadsheets & learning new software. MUST be detail-oriented and thorough in your work—balancing swiftness with thoroughness will be the key to success in this position. You should have a great eye for aesthetics! It will be your responsibility to maintain the brand’s image while assembling large quantities of product bundles. You will be driven by a need to make the most of your day, so you approach work with an idea to systematize and automate wherever possible—freeing you up for next-level thinking and work. Would enjoy being part of a tight-knit team, who have great fun while also working diligently If your resume is missing a couple of requirements, don’t worry! We want employees who want us. If you’re sure that Icon Foods is the right fit for your career, tell us why in your cover letter. Job Type: Full-time Pay: $55,000.00 - $60,000.00 per year Application Question(s): Why are you interested in joining the Icon Foods team? Experience: Customer service: 1 year (Preferred) Work Location: In person