Executive Assistant - Operations

Description

Job Description

We're looking for a highly organized, data-savvy Executive Assistant to support leadership and serve as a key operational resource across the business. This role combines executive support with deep involvement in our systems. You'll help manage order flow, maintain and administer our ERP, coordinate complex data across platforms, and produce the reporting leadership relies on to make decisions.

This role suits someone who is as comfortable in a database as in a leadership meeting. You should enjoy untangling complicated information, keeping systems clean and accurate, and turning data into clear, actionable insight.

Reporting & Analysis

• Build, maintain, and distribute recurring reports covering sales, orders, inventory, fulfillment, and operational performance
• Prepare dashboards and executive summaries that highlight trends, risks, and opportunities
• Pull ad hoc data and analysis in response to leadership requests
• Ensure the accuracy and consistency of reporting across departments and systems
• Develop new reports and KPIs as business needs evolve

Order Management

• Process and track sales orders with precision and attention to detail
• Manage order and item status and ensure timely fulfillment
• Coordinate with sales team and internal departments to resolve order-related issues
• Maintain accurate and up-to-date order records in P21

Item Allocation

• Oversee product allocation across orders and sales reps
• Monitor inventory levels and develop strategic allocation strategies
• Work closely with inventory management to optimize stock distribution
• Create allocation reports to support strategic decision-making
• Communicate through the full set of stakeholders for all operations regarding allocations

Item Research and Sales Order Configuration

• Conduct detailed product research to support sales team inquiries
• Ensure pricing and order configuration stays accurate and up to date

Special Operations Projects

• Participate in and lead cross-functional operational improvement initiatives
• Develop process enhancement recommendations
• Support strategic company projects
• Assist in creating operational efficiency reports and presentations

Requirements

Qualifications

• 3–5+ years of experience in an executive assistant, operations, or business systems role
• Hands-on experience with an ERP system (administration experience strongly preferred)
• Advanced Excel skills (pivot tables, lookups, data manipulation); comfort with reporting tools
• Experience with order management, ideally in retail, distribution, or a product-based business
• Strong analytical skills and exceptional attention to detail
• Clear written and verbal communication, including the ability to present data to leadership
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Sound judgment and discretion with confidential business information
• Self-starter who takes ownership and follows through

Technical Requirements

• Prophet 21 skills and experience preferred
• Sales order management
• Inventory management knowledge
• Data analysis and reporting