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:
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Prepare reports, presentations, and business communications
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Track action items, priorities, and deadlines to ensure timely execution
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Serve as a liaison between leadership, internal teams, vendors, and customers
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Provide direct administrative support to the Company Executive including calendar management, meeting coordination, and travel arrangements
New Sales & Account Management Support
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Assist with new sales order entry, tracking, and updates within ERP/CRM systems
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Support quote preparation, pricing coordination, and customer communications
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Maintain customer records, agreements, and documentation
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Monitor order progress and proactively communicate status updates
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Assist with issue resolution and customer follow-ups
Create and manage new purchase orders (POs) aligned with procurement strategy
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Coordinate with vendors on pricing, availability, and delivery timelines
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Track procurement lifecycle from PO issuance through receipt and reconciliation
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Support supplier communication and relationship management
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Assist in monitoring inbound inventory and delivery schedules
Order Lifecycle & Operations Coordination
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Support full transaction lifecycle:
New Sales Order Purchase Order Shipment Invoice Payment Returns/RMA
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Ensure accuracy and consistency across all documentation and systems
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Identify, troubleshoot, and escalate delays or discrepancies
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Coordinate cross-functionally with warehouse, finance, and operations teams
Generate reports related to sales activity, procurement status, and order flow
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Assist leadership in tracking KPIs such as order volume, vendor performance, and turnaround times
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Maintain organized filing systems and operational documentation
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Identify opportunities to improve administrative and workflow efficiencies
Competencies/Skills/Abilities:
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5+ years of experience in Executive Assistant, Sales Support, Procurement Support, or Operations roles
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Experience supporting senior leadership
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Hands-on experience with ERP/CRM systems (e.g., NetSuite, SAP, Salesforce, or similar)
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Proficiency in Microsoft Office / Google Workspace
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Strong organizational, multitasking, and time management skills
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High attention to detail and ability to manage confidential information
Experience in procurement, supply chain, or distribution environments
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Familiarity with order processing, purchasing workflows, and inventory coordination
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Experience in multi-channel sales environments (e-commerce + wholesale)
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Exposure to vendor management and supplier coordination
Required Education and Experience:
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Bachelor’s Degree preferred
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Highly proficient in Excel, required
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Organization skills
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Strong phone, email and in-person communication
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High-paced, operations environment supporting procurement and sales execution
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Requires strong prioritization and ability to manage shifting deadlines
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High interaction with leadership, vendors, and internal teams
Work Environment:
Physical Work Conditions:
This position has the following body position requirements –
Climbing (ladders, scaffolds, poles)
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.
