Executive Sales Assistant

Key Responsibilities

Executive Assistant Responsibilities

• Manage executive calendars, scheduling, and appointment coordination
• Prioritize meetings, customer calls, and operational commitments
• Coordinate reminders, follow-ups, and meeting preparation
• Organize tasks, projects, and ongoing initiatives
• Monitor deadlines and ensure action items are completed
• Assist with travel planning and logistics when needed
• Prepare documents, reports, and presentations
• Support executive decision-making through organization and information gathering

Customer Communication & Order Coordination

• Serve as a primary point of contact for customers regarding order status updates
• Respond promptly to customer inquiries via phone, email, and text
• Communicate shipping updates, lead times, and service schedules
• Coordinate with vendors, suppliers, and internal teams to provide accurate information
• Maintain professional and positive customer relationships
• Escalate customer concerns when appropriate while ensuring resolution

Sales Support & Quoting

• Prepare and send equipment, parts, and service quotations
• Review customer requests and gather necessary information for accurate pricing
• Follow up on outstanding quotes and proposals
• Assist with order processing and documentation
• Maintain pricing records and sales documentation
• Coordinate with vendors and suppliers to obtain pricing when necessary
• Support the sales team with administrative and operational tasks

Inbox & Communication Management

• Manage and organize executive email inboxes
• Draft responses and handle routine correspondence
• Flag urgent issues requiring immediate attention
• Track pending conversations and follow-up requirements
• Ensure customer and vendor communications are responded to promptly
• Maintain clear records of important communications

Administrative & Operational Support

• Update CRM systems and customer records
• Maintain organized files and documentation
• Track orders, projects, and customer interactions
• Create and update SOPs and internal process documentation
• Assist with special projects and operational initiatives
• Identify opportunities to improve efficiency and customer experience

Required Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Sales Coordinator, Customer Success Coordinator, or similar role
• Exceptional written and verbal English communication skills
• Strong customer service mindset
• Experience managing executive calendars and schedules
• Experience preparing quotes, proposals, or sales documentation
• Strong organizational and time management skills
• High attention to detail and accuracy
• Ability to multitask across several priorities simultaneously
• Proficiency with Google Workspace and Microsoft Office
• Comfortable learning new software and systems quickly
• Ability to work independently with minimal supervision

Preferred Qualifications

• Experience supporting executives or business owners
• Experience working with equipment, manufacturing, construction, landscaping, automotive, industrial, or service-related businesses
• CRM experience (HubSpot, Salesforce, Zoho, or similar)
• Experience with QuickBooks or basic bookkeeping functions
• Experience coordinating orders, inventory, or vendor communications
• Familiarity with e-commerce or equipment sales environments