Executive Assistant / Administrative Coordinator

Job Description

Job Description

About Visionz Designs
Visionz Designs is a full-service merchandise production and fulfillment company specializing in screen printing, embroidery, retail finishing, warehousing, and e-commerce fulfillment. We partner with brands, businesses, artists, sports organizations, and agencies to create high-quality merchandise and deliver exceptional customer experiences.

We're looking for a dependable, organized, and motivated Executive Assistant / Administrative Coordinator to help keep our day-to-day operations running smoothly while supporting executive leadership.

This is a great opportunity for someone who wants to grow their career with a fast-moving company and gain experience across operations, client relations, production, and business development.

Responsibilities
Administrative Support

• Manage calendars, schedule meetings, and coordinate appointments.
• Assist with email organization and follow-up.
• Prepare documents, spreadsheets, and reports.
• Organize digital files, contracts, and company records.
• Help maintain organized office systems and procedures.

Client & Sales Support

• Assist with client communication and follow-ups.
• Help prepare estimates, proposals, and presentations.
• Update CRM records and maintain client information.
• Track project timelines and ensure follow-up tasks are completed.
• Support customer service and order inquiries when needed.

Project Coordination

• Help keep projects organized from start to finish.
• Coordinate communication between internal teams and vendors.
• Track approvals, deadlines, and project milestones.
• Assist with production scheduling and fulfillment coordination.
• Help ensure projects stay organized and on schedule.

Business Support

• Research potential clients, vendors, and partnership opportunities.
• Assist with special projects and company initiatives.
• Help prepare meeting materials and take meeting notes.
• Support leadership with day-to-day administrative needs.
• Look for ways to improve organization and efficiency.

What We're Looking For

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Ability to manage multiple tasks and stay organized.
• Positive attitude and willingness to learn.
• Reliable, professional, and dependable.
• Comfortable working independently while also being part of a team.
• Proficient with Google Workspace and Microsoft Office.
• Ability to handle confidential information professionally.

Preferred Qualifications

• 1–3 years of administrative, office, customer service, or coordinator experience.
• Experience with Google Workspace, Microsoft Office, or similar software.
• Familiarity with Shopify, QuickBooks, CRM systems, or project management software is a plus but not required.
• Interest in apparel, branding, e-commerce, or creative industries.

Why Join Visionz Designs?
At Visionz Designs, you'll be part of a growing company where your work makes a direct impact every day. You'll gain hands-on experience across multiple areas of the business, work closely with leadership, and have opportunities to learn new skills and grow as the company grows.

If you're organized, proactive, eager to learn, and looking for a long-term opportunity with room to advance, we'd love to meet you.