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 solver
Strong sense of ownership and accountability
Customer-first mentality
Excellent communicator
Resourceful and adaptable
Able to manage competing priorities effectively
Professional and trustworthy with confidential information

Working Hours

Full-Time
Must maintain significant overlap with U.S. business hours
Flexibility to support occasional customer or executive needs during business operations

Compensation

Competitive monthly salary based on experience and location
Long-term opportunity with growth potential
Stable remote work environment
Opportunity to work directly alongside company leadership and play a key role in company growth

Executive Sales Assistant - 60539363083