Executive Assistant / Operations Coordinator

Job Description

Job Description

We are a fast-growing e-commerce and distribution company seeking a highly organized, proactive, and detail-oriented Executive Assistant / Operations Coordinator to support senior management and assist with day-to-day business operations.

This is a hands-on office position for someone who can manage multiple responsibilities at once, work independently, solve problems, and take ownership of assignments from beginning to end.

The ideal candidate is someone who does not simply wait for instructions. We are looking for a person who follows through, asks the right questions, stays on top of deadlines, and makes sure every assignment is fully completed.

Key Responsibilities

• Executive & Administrative Support

- Provide direct administrative and operational support to senior management.

- Manage calendars, meetings, appointments, reminders, and scheduling.

- Assist with email correspondence and follow up on outstanding communications.

- Communicate professionally with vendors, suppliers, customers, employees, freight companies, and other business partners.

- Maintain organized records, spreadsheets, reports, documents, and files.

- Track open projects, deadlines, and outstanding tasks and provide regular updates.

- Conduct research and gather information as requested by management.

• Purchasing & Vendor Sourcing

- Be assigned specific brands and product categories to manage.

- Research and identify qualified vendors, wholesalers, distributors, and other potential sources for assigned brands.

- Contact prospective vendors and establish new supplier relationships.

- Request pricing, availability, minimum order quantities, payment terms, shipping terms, and other purchasing information.

- Compare purchasing opportunities and present relevant information to management.

- Place and coordinate approved purchase orders.

- Maintain communication with vendors from the time an order is placed until the merchandise is received.

- Follow up proactively on delayed orders, backorders, shortages, discrepancies, and other purchasing issues.

- Maintain accurate records of purchase orders, invoices, payments, and deliveries.

• Domestic & International Logistics

- Coordinate domestic and international shipments from vendors and suppliers to our warehouse or designated destinations.

- Work with freight forwarders, trucking companies, carriers, suppliers, and warehouses.

- Coordinate LTL, FTL, parcel, air, ocean, and container shipments as needed.

- Obtain shipping quotes and compare transportation options.

- Track shipments from pickup through final delivery.

- Coordinate international shipping documentation and communicate with freight forwarders regarding customs and import requirements.

- Maintain shipment records, tracking information, bills of lading, packing lists, commercial invoices, and related documentation.

- Proactively investigate and resolve shipping delays, missing shipments, damaged merchandise, shortages, and delivery discrepancies.

• Invoice & Shipment Reconciliation

- Reconcile vendor invoices against purchase orders and merchandise received.

- Verify quantities, pricing, discounts, freight charges, and other invoice details.

- Reconcile shipments against packing lists, purchase orders, and warehouse receiving records.

- Identify shortages, overages, incorrect products, pricing discrepancies, and other issues.

- Communicate with vendors and internal departments to resolve discrepancies.

- Maintain accurate records of credits, shortages, deductions, and outstanding balances.

- Ensure documentation is complete before orders and shipments are considered closed.

• Order & Project Ownership

The person in this position will be expected to take ownership of assigned brands and projects from start to finish.

For example, when assigned a brand, the employee may be responsible for researching potential vendors, contacting and qualifying suppliers, obtaining pricing, coordinating the purchase, tracking the order, arranging transportation, confirming delivery, reconciling the invoice and received quantities, resolving discrepancies, and confirming that the entire transaction has been successfully completed.

The expectation is not simply to complete individual tasks—it is to own the entire process and make sure nothing falls through the cracks.

Required Skills & Qualifications

- 3+ years of experience in executive assistance, operations, purchasing, logistics, office management, or a similar role preferred.

- Excellent organizational and time-management skills.

- Strong attention to detail, particularly when working with invoices, quantities, pricing, purchase orders, and shipping documents.

- Excellent written and verbal communication skills.

- Strong computer skills, including Microsoft Excel, Outlook, Word, Google Workspace, and general office software.

- Comfortable working with spreadsheets and large amounts of business information.

- Ability to communicate professionally and confidently with vendors and business partners.

- Strong research and vendor-sourcing abilities.

- Ability to manage multiple projects and priorities simultaneously.

- Strong problem-solving and critical-thinking skills.

- Ability to work independently with limited supervision.

- Persistent and comfortable following up until an issue is resolved.

- Ability to handle confidential business information with discretion.

- Experience with purchasing, logistics, freight, importing, or e-commerce is a strong plus.

What We Are Looking For

We are looking for someone who is:

-Highly organized. You should naturally keep track of details, deadlines, documents, and outstanding items.

-Proactive. You should recognize what needs to happen next without always waiting to be told.

-Accountable. When you are assigned something, you take responsibility for seeing it through.

-Persistent. If a vendor, freight company, or other party does not respond, you follow up until you get an answer.

-Detail-oriented. Small mistakes involving quantities, pricing, shipping, or invoices can become expensive problems.

-Resourceful. When you encounter a problem, we expect you to investigate it and look for solutions.

-Able to prioritize. You should understand the difference between something that can wait and something requiring immediate attention.

-A strong communicator. You will represent the company when communicating with vendors, freight companies, and other business partners.

Position Summary

This is an important role within our organization and is ideal for someone who enjoys being involved in many areas of a business. You will work closely with senior management while also being directly involved in purchasing, vendor management, logistics, reconciliation, and general business operations.

We are looking for someone who wants responsibility and ownership—not someone who needs to be reminded repeatedly about outstanding assignments.

Our standard is simple: if a task is assigned to you, own it from beginning to end and make sure it gets done correctly.I’d also recommend that we create a shorter Indeed/LinkedIn version and, separately, a 10-question interview scorecard with practical Excel, vendor-sourcing, logistics, and problem-solving questions. That will make it much easier to separate candidates who interview well from people who can actually do this job.