Executive Assistant & Operations Coordinator

Job Description:

Executive Assistant & Operations Coordinator Position Overview

We are seeking a highly organized, proactive, and resourceful Executive Assistant & Operations Coordinator to provide high-level administrative and operational support across multiple members of the organization.

This role will work closely with leadership to keep day-to-day priorities moving efficiently, take ownership of administrative processes, and proactively identify opportunities to remove routine work from executives so they can focus on business development, relationships, and growth. The ideal candidate is someone who is exceptionally organized, detail-oriented, discreet, and comfortable managing multiple priorities across different areas of the business. This person should be a self-starter who can anticipate needs, solve problems independently, and bring structure to a fast-moving environment.

Key Responsibilities

Executive Assistant Support for CEO
• Managing calendars, scheduling, appointments, and meetings
• Coordinating business travel including but not limited to booking cars, transportation, hotels, and other travel-related services
• Coordinating sample shipments and deliveries
• Handling special requests and time-sensitive administrative needs
• Managing correspondence and follow-ups
• Preparing information and materials needed by executives
• Helping executives stay organized and focused on high-priority initiatives

Compliance
• Maintain responsibility for ongoing compliance-related administrative work, including:
• Managing compliance documentation and records
• Tracking deadlines, renewals, and required submissions
• Coordinating with internal and external parties as needed
• Ensuring compliance-related administrative tasks are completed accurately and on time

Sample & Wholesale Request Processing
• Own the administrative process for product sample requests, including:
• Processing wholesale sample requests
• Processing sample requests on behalf of leadership
• Coordinating with appropriate teams to fulfill requests
• Tracking requests from submission through shipment
• Managing related communications and follow-ups
• Maintaining organized records of requests and shipments

Sales & Business Development Support
• Processing and coordinating orders
• Product creation and set-up
• Monthly inventory reconciliation
• Account creation for employee referrals
• Allocation group management
• Managing administrative aspects of customer and wholesale accounts
• Coordinating order information between customers, sales, and operations
• Following up on outstanding orders and requests
• Organizing information related to current offers and programs
• Identifying additional administrative responsibilities that can be delegated to the EA/operations function

Future Cigar Business Support - As the company expands into the cigar business, this role will provide operational and administrative support for the new business, including:
• Processing orders
• Coordinating product and inventory shipments
• Supporting POS-related shipments and logistics
• Managing client requests and communications
• Preparing and shipping materials to clients
• Coordinating order fulfillment and delivery
• Maintaining organized records and documentation
• Providing general administrative support as the business launches and grows
• Cross-Functional Responsibilities

The ideal candidate is:
• Highly organized and exceptionally detail-oriented
• Proactive rather than reactive
• Comfortable managing multiple executives and competing priorities
• A strong communicator with excellent follow-through
• Resourceful and able to solve problems independently
• Comfortable working in a fast-paced, entrepreneurial environment
• Discreet and trustworthy when handling confidential information
• Comfortable with both personal and business-related administrative responsibilities
• Able to move between high-level executive support and detailed operational tasks
• Naturally inclined to ask, "What can I take off your plate?"
• Interested in growing with the organization and taking on additional responsibility over time

Compensation & Benefits
Salary: $60,000-$80,000
Benefits: Assisted medical, dental, and vision coverage
401(k)
Paid/sick time off and holiday closures

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