Executive Assistant & Administrative Coordinator

Executive Assistant & Administrative Coordinator

Schedule 8:00AM - 5:00PM M-F


Position Summary

The Executive Assistant & Administrative Coordinator is a highly trusted strategic partner responsible for maximizing executive effectiveness while supporting critical sales and operational workflows across the organization.

This role serves as the CEO's right hand while acting as the central coordination point for lead intake, customer portals, and Vulkaponic USA correspondence and supports quoting, care desk and HubSpot hygiene.


The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced environment where precision, responsiveness, and ownership directly impact revenue and customer experience.

Key Responsibilities

Executive & Administrative Support
Serve as the primary point of contact and gatekeeper for the CEO
Manage a complex and fast-moving calendar aligned with company priorities
Coordinate executive travel, logistics, and itineraries
Prepare and refine executive communications, presentations, and reports
Handle confidential information with discretion and professionalism


Vulkaponic USA Correspondence & Coordination
Serve as the primary point of contact for all Vulkaponic USA-related communication
Manage inbound and outbound correspondence with customers, vendors, and internal teams
Coordinate order-related communication, updates, and follow-ups
Ensure timely responses and resolution of inquiries
Maintain organized records and communication history
Partner with leadership on reporting, tracking, and process improvements related to Vulkaponic USA operations
Support Vulkaponic USA quoting and proposal preparation, ensuring accuracy, completeness, and timely delivery in coordination with internal teams

Meeting & Leadership Rhythm Management
Coordinate executive and leadership meetings, agendas, and materials
Capture notes and track action items to ensure follow-through
Drive accountability on CEO-led initiatives
Support internal and external communication on behalf of the CEO


Lead Intake & Sales Coordination
Serve as the first point of contact for all inbound leads (forms, calls, referrals)
Execute rapid response using standardized communication templates
Qualify leads at a high level and route to the appropriate Designer or Account Executive
Schedule consultations and ensure smooth handoff to the sales team
Maintain momentum by following up on unassigned or unworked leads
Identify and escalate high-value or complex opportunities


HubSpot CRM Management
Assist Branch Managers in maintaining accurate records in HubSpot
Own the lead-to-handoff process within the CRM
Ensure all inbound sales interactions, contacts, and deals are properly documented
Support data hygiene and reporting accuracy


Customer Portal Support & Compliance
Assist with customer portal management, including uploading and maintaining required documentation
Support tracking of compliance items (COIs, contracts, billing documents, etc.)
Coordinate with internal teams to gather required materials for portal submissions
Help ensure deadlines and renewal requirements are met
Maintain organized and audit-ready documentation


Additional Administrative Support
Provide administrative support across departments as business needs evolve
Assist with quoting and proposal preparation as needed
Provide backup support for the Customer Care Desk
Assist with basic accounting and financial administrative tasks (invoicing support, documentation, tracking, etc.)
Support special projects and cross-functional administrative needs

Qualifications
3-5+ years supporting executives, sales operations, or similar roles
Strong organizational and time-management skills
High attention to detail and accuracy
Strong written and verbal communication skills
Proficiency in Microsoft Office (Excel, Word, Outlook, Teams)
Experience with CRM systems (HubSpot preferred)
Ability to multitask and prioritize in a fast-paced environment
High level of professionalism, discretion, and judgment


Core Competencies
People: Builds strong relationships across teams and clients
Ownership: Takes initiative and drives tasks to completion
Faith: Operates with integrity and consistency
Learning: Continuously improves processes and systems
Quality: Delivers accurate, polished, and professional work


Success Metrics (KPIs)
Lead response time (speed to first touch)
Lead-to-hand-off conversion efficiency
CRM data accuracy and completeness
Quote turnaround time and accuracy
Customer portal compliance (zero missed deadlines)
Vulkaponic USA response time and communication quality
CEO calendar efficiency and initiative follow-through


Other Duties

This job description is not intended to cover all responsibilities. Duties may evolve based on business needs.