Executive Admin Assistant

Reports to:

CEO FLSA Status:
Salary Exempt

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.

• 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
• 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

• 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

• 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

• 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

• 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., Net Suite, 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

• 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

• Bachelor’s Degree preferred
• Highly proficient in Excel, required
• 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 is typically performed indoors in an environmentally controlled office environment. There is little to no exposure to extreme environmental conditions and/or job hazards.

Activity

• 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.