Executive Sales Assistant

Executive Sales Assistant

Remote | Full-Time

About the Company

We are a growing U.S.-based outdoor equipment company specializing in commercial and residential lawn care equipment, replacement parts, service solutions, and customer support. Our team prides itself on delivering exceptional customer service, fast response times, and expert guidance to customers across the United States.

As we continue to grow, we are seeking a highly organized, detail-oriented Executive Assistant / Sales Support Coordinator who can help support daily operations, customer communications, sales administration, and executive organization.

This is an excellent opportunity for someone who enjoys wearing multiple hats, thrives in a fast-paced environment, and takes pride in keeping both customers and internal operations running smoothly.

Position Overview

The Executive Assistant / Sales Support Coordinator serves as a key operational support partner to company leadership while also assisting customers throughout the sales and order fulfillment process.

This role combines executive support, customer communication, sales administration, quoting, and inbox management. You will be responsible for helping ensure customers receive timely updates, quotes are delivered accurately, calendars remain organized, and important communications never fall through the cracks.

The ideal candidate is highly organized, proactive, customer-focused, and comfortable communicating with both internal teams and external clients.

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

Key Traits for Success
* Highly organized and dependable
* Proactive problem solv