Administrative Assistant

Job Description

Job Description

Job Overview:
The Administrative Assistant provides direct administrative and operational support to the Chief Operating Officer and as needed, the Chief Executive Officer. This role is a trusted extension of leadership, responsible for supporting day-to-day operations, maintaining confidentiality, and ensuring key priorities are executed accurately and on time. This position operates in a fast-paced fulfillment environment where priorities shift quickly, and most tasks require same-day execution. The Administrative Assistant must be able to think quickly, switch seamlessly between multiple systems and workflows, and maintain accuracy under pressure. This individual will work closely with Operations, Purchasing, and the COO, while occasionally supporting projects driven by the CEO.

This role requires a high level of trust, discretion, and professionalism. The Administrative Assistant will have exposure to sensitive company information and must handle it with confidentiality and sound judgment. This individual will also help prioritize tasks, manage communication flow, and ensure key items are followed through accurately and on time.
Success in this role comes from being reliable, detail-oriented, and able to stay organized while supporting a fast-moving environment.
This position reports directly to the Chief Operating Officer.

Responsibilities:
Administrative & Operational Support:

• Provide direct administrative and operational support to the Chief Operating Officer, with occasional support to the CEO.
• Manage and process daily orders, including loading quotes, tracking updates, and ensuring timely execution.
• Handle shipment tracking uploads and resolve issues related to order fulfillment and delivery.
• Communicate with vendors to confirm orders, resolve discrepancies, and ensure timely deliveries.
• Support Amazon Seller Central activities, including order management, order updates, and order issue resolution.
• Coordinate across departments (Operations, Purchasing, Warehouse, and E-commerce) to ensure alignment and smooth execution.
• Schedule and coordinate deliveries, pickups, and logistics as needed.
• Maintain organized documentation, order records, and internal tracking systems.
• Assist in identifying and resolving day-to-day operational issues to keep workflows running efficiently.
• Execute assigned tasks and projects with accuracy, urgency, and attention to detail.

Required Skills & Qualifications

• Bachelor's degree or equivalent experience.
• Minimum 2+ years prior experience in supporting a senior executive or team
• Strong organizational skills with the ability to manage multiple daily tasks simultaneously.
• Ability to work in a fast-paced environment with time-sensitive, non-negotiable deadlines.
• High attention to detail and accuracy in task execution.
• Ability to handle confidential and sensitive information with discretion.
• Comfortable working across multiple systems (e.g., order management, shipping platforms, and internal tools).
• Proactive mindset with the ability to follow through and ensure tasks are completed fully.
• Strong communication skills.

Work Environment

• Competitive salary, as well as employer, contributed health benefits
• Paid time off
• 401k contribution
• Access to a Company cell phone plan
• A seat on an energetic team that collaborates and pushes each other to be better
• A fast-paced but cooperative environment with endless potential for growth
• Celebration events for team and Company successes throughout the year