Executive Operations Assistant

Overview:
The Executive Operations Assistant will provide high-level administrative support to senior management and manage day-to-day office operations across multiple business entities. This role is crucial in maintaining efficient office processes, assisting with customer and vendor communications, and overseeing various administrative and operational duties. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to manage a diverse set of tasks with professionalism and independence.

Responsibilities:
ACCOUNTABILITY #1: Customer & Vendor Communications
Answer and direct phone calls and respond to customer inquiries (e.g., product availability, quotes, production updates).
Address and resolve customer complaints, escalating issues as necessary.
Coordinate with vendors to ensure timely payments, handle prepayments, and manage account statuses.
Objective of Customer & Vendor Communications: Ensure timely and effective communication with clients and vendors to maintain strong relationships and support business continuity.

ACCOUNTABILITY #2: Order Management & Invoicing
Manage order entry and invoicing processes as needed.
Coordinate with the finance team to ensure accurate and timely billing and follow up on past due invoices.
Handle any required documentation for order processing, including shipping details and customer inquiries.
Objective of Order Management & Invoicing: Facilitate efficient order processing and billing to maintain smooth operational workflows and optimize cash flow.

ACCOUNTABILITY #3: Inventory and Product Updates
Regularly update inventory information on internal systems and external platforms.
Manage product listings, including new product uploads, discontinued items, and adjustments on Sage and ESP.
Coordinate with internal teams to ensure up-to-date product information and manage related tasks on BusinessWorks and other ERP systems.
Objective of Inventory and Product Updates: Ensure accurate product data is maintained, enabling efficient inventory management and effective sales operations.

ACCOUNTABILITY #4: Office Management & General Administrative Duties
Act as the primary contact for daily office needs, including supply management and liaising with external vendors.
Coordinate routine maintenance and office IT support, including managing service requests for printers and other office equipment.
Assist with ad-hoc tasks as needed to support overall business operations.
Objective of Office Management & General Administrative Duties: Maintain a productive and organized office environment by managing resources, vendor relationships, and day-to-day office requirements.

ACCOUNTABILITY #5: Task, Email, and Calendar Management for CEO & President
Manage and organize the CEO’s and President’s (Dominic) calendar, including scheduling meetings, appointments, and travel arrangements.
Monitor and respond to emails on behalf of the CEO as required, prioritizing and categorizing communications for timely follow-up.
Assist with task management and follow-up on action items to ensure the CEO’s and President’s daily schedules run efficiently.
Objective of Task, Email, and Calendar Management: Provide seamless administrative support to the CEO and President, allowing them to focus on high-level strategic priorities by managing their daily tasks, communications, and scheduling needs.

Key Skills and Qualifications:

Proficiency in Written and Spoken English:
Exceptional proficiency in both written and spoken English is crucial for this role. Effective communication with US-based clients and employees is essential to maintain professionalism in all interactions.
Ability to articulate and convey technical information clearly to clients and team members.

Technical Proficiency:
Strong working knowledge of ERP systems, such as BusinessWorks, and experience with platforms like Sage and ESP for inventory and product updates.
Comfortable using CRM, task management software (e.g., Asana), and basic accounting tools.

Organizational and Multitasking Abilities:
Proven ability to manage multiple responsibilities, prioritize tasks, and complete work efficiently.
High attention to detail and strong organizational skills to handle administrative, billing, and reporting tasks effectively.

Problem-Solving Skills:
Ability to anticipate challenges and proactively seek solutions, particularly when managing customer and vendor inquiries or coordinating with internal teams.

Interpersonal Skills:
Demonstrates a positive attitude and professionalism in all interactions, with the ability to build strong relationships with team members, vendors, and clients.

Education and Experience:
Bachelor’s degree in Business Administration, Communications, or a related field is preferred but not required.
Proven experience in administrative support roles, with a demonstrated ability to manage diverse responsibilities.

Preferred Qualifications:
Experience with ERP systems, particularly BusinessWorks or similar platforms.
Familiarity with Sage and ESP websites for product and pricing updates.
Competency in handling invoicing, billing, and order management processes.

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