Executive Assistant

Job Description

Job Description

Executive Assistant to the CEO / Purchasing Coordinator

Department: Executive / Purchasing
Reports To: Chief Executive Officer
Employment Type: Full-Time
Industry: Packaging Distribution

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the CEO / Purchasing Coordinator to provide direct support to the Chief Executive Officer while also managing day-to-day purchasing activities for the company.

This is a key position within the organization and is ideal for someone who can operate as a trusted right hand to the CEO while also taking ownership of purchasing responsibilities. The successful candidate will be comfortable managing confidential information, coordinating multiple priorities, communicating with customers and vendors, obtaining quotes, placing orders, tracking shipments, and following projects through to completion.

The ideal candidate is someone who doesn't wait to be told what needs to be done . They anticipate needs, identify problems, follow up with people, and make sure things get done.

Experience in packaging distribution, manufacturing, logistics, purchasing, or B2B distribution is highly desirable.

Executive Assistant Responsibilities

CEO Support

• Manage and maintain the CEO's calendar, appointments, meetings, travel, and daily schedule.
• Help prioritize the CEO's time based on business objectives and urgency.
• Prepare the CEO for meetings by organizing agendas, reports, presentations, and supporting information.
• Attend meetings as needed, take notes, document action items, and ensure appropriate follow-up.
• Maintain an executive action-item list and proactively follow up on outstanding commitments.
• Screen and prioritize incoming communications and requests.
• Draft, edit, and proofread emails, correspondence, presentations, reports, and other business documents.
• Handle sensitive and confidential business information with the highest level of discretion.
• Coordinate meetings with customers, vendors, employees, and business partners.
• Assist the CEO with special projects and strategic initiatives.
• Research customers, vendors, competitors, products, markets, and other business topics as requested.

Purchasing Responsibilities

Purchasing & Procurement

• Manage day-to-day purchasing activities for the company as assigned.
• Obtain quotes, pricing, lead times, availability, and other information from suppliers.
• Create and issue purchase orders for packaging materials, supplies, equipment, office products, and other company needs.
• Follow up with vendors regarding order confirmations, production schedules, shipment dates, and delivery requirements.
• Monitor open purchase orders and identify potential delays or issues before they impact customers or operations.
• Maintain accurate purchasing records and documentation.
• Compare vendor pricing and negotiate routine pricing when appropriate.
• Assist in sourcing new vendors and identifying alternative suppliers.
• Request and evaluate quotes from multiple suppliers when appropriate.
• Monitor supplier performance, including pricing, quality, service, and delivery.
• Communicate purchasing information and expected delivery dates to the appropriate internal departments.
• Coordinate with accounting regarding invoices, pricing discrepancies, credits, and purchasing documentation.
• Research and resolve purchasing discrepancies, shortages, incorrect shipments, and vendor issues.
• Maintain organized vendor information, pricing, product information, and purchasing records.
• Assist in identifying cost-saving opportunities and improving purchasing efficiency.
• Ensure purchases are made in accordance with company policies and established approval limits.

Packaging Purchasing

• Assist with purchasing packaging products such as stretch film, tape, corrugated products, bags, liners, labels, strapping, protective packaging, and other related materials .
• Monitor product availability, lead times, minimum order quantities, and pricing.
• Work with suppliers to secure competitive pricing and reliable delivery.
• Assist with sourcing alternative products when there are supply shortages, price increases, or customer requirements.
• Maintain current supplier and product information to support sales and operations.

Business & Operations Support

• Coordinate communication between the CEO and sales, operations, purchasing, warehouse, accounting, and other departments.
• Assist with company projects that require coordination between multiple departments.
• Prepare reports, spreadsheets, presentations, and business summaries.
• Track projects, deadlines, purchasing activities, and other executive priorities.
• Help identify issues that require the CEO's attention and provide relevant information before escalating them.
• Assist with customer and vendor meetings, lunches, events, and presentations.
• Support company events, conferences, travel, and other special activities.
• Maintain organized digital files and executive records.

Vendor & Supplier Relations

• Develop and maintain professional relationships with key vendors and suppliers.
• Communicate regularly with suppliers regarding pricing, availability, orders, and delivery.
• Serve as a professional representative of the company when dealing with vendors.
• Escalate significant pricing, quality, service, or delivery issues to the appropriate manager or CEO.
• Assist with vendor negotiations and annual pricing reviews as directed.
• Help maintain a competitive and reliable supplier base.

The Ideal Candidate

The successful candidate will be:

• Highly organized and exceptionally detail-oriented.
• Proactive and capable of anticipating what needs to happen next.
• Comfortable managing multiple priorities simultaneously.
• A strong communicator who is comfortable speaking with executives, vendors, customers, and employees.
• A strong negotiator with good business judgment.
• Comfortable making phone calls and following up until an issue is resolved.
• Confident enough to respectfully push for answers and hold people accountable to commitments.
• Able to maintain confidentiality.
• A strong problem solver who looks for solutions rather than simply identifying problems.
• Comfortable working in a fast-paced, entrepreneurial environment.
• Self-motivated and capable of working independently.
• Professional, dependable, and comfortable representing the company.
• Someone who takes ownership and follows tasks through to completion.

Qualifications

Required

• 3+ years of experience in an Executive Assistant, Purchasing, Procurement, Administrative Management, Operations, or similar role.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Strong attention to detail.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to manage confidential information.
• Ability to prioritize competing demands and deadlines.
• Strong follow-up and problem-solving skills.

Preferred

• Experience supporting a CEO, President, Owner, or senior executive.
• Purchasing or procurement experience.
• Experience in packaging distribution, manufacturing, logistics, wholesale distribution, or B2B sales .
• Experience purchasing packaging materials or industrial supplies.
• Experience with ERP and/or CRM systems.
• Strong Excel skills.
• Experience negotiating pricing or obtaining competitive quotes.
• Experience managing vendor relationships.

Key Performance Expectations

Success in this position will be measured by the ability to:

• Keep the CEO organized, informed, and focused on high-priority activities.
• Ensure executive commitments and projects are followed through to completion.
• Keep purchasing activities organized and timely.
• Obtain competitive pricing and help identify cost-saving opportunities.
• Maintain strong supplier relationships.
• Minimize purchasing errors, delays, and missed deliveries.
• Provide accurate information regarding costs, availability, and lead times.
• Identify problems before they become significant issues.
• Improve communication between the CEO, purchasing, sales, operations, and vendors.
• Reduce the amount of administrative and purchasing-related work that requires the CEO's direct involvement.
• Become a trusted, reliable extension of the CEO and an important part of the company's daily operations.

Core Competencies

Executive Support | Purchasing | Procurement | Vendor Management | Negotiation | Organization | Communication | Follow-Through | Problem Solving | Time Management | Attention to Detail | Confidentiality | Business Judgment | Initiative | Accountability

Compensation & Benefits

Compensation will be competitive and commensurate with experience and qualifications.

Benefits may include:

• Competitive salary
• Medical, dental, and vision insurance
• Paid time off
• Paid holidays
• Retirement plan
• Performance-based incentives
• Professional development opportunities

Equal Opportunity Employer

We are an equal opportunity employer committed to maintaining a professional, respectful, and collaborative workplace. We are looking for a motivated individual who wants to take ownership, contribute to the success of the company, and grow with our organization.

Quality Packaging & Supplies Inc. is a full-service packaging and logistics provider based out of Southern California. Since our founding in 1993, we have grown to serve a wide range of industries, including agriculture, industry, and foodservice. With multiple fulfillment facilities strategically located across California and a fleet of delivery trucks, we ensure that we provide quality service to our customers. At Quality Packaging, we pride ourselves on our industry expertise and work with customers to design custom packaging solutions that meet their needs.

Company Description

Quality Packaging & Supplies Inc. is a full-service packaging and logistics provider based out of Southern California. Since our founding in 1993, we have grown to serve a wide range of industries, including agriculture, industry, and foodservice. With multiple fulfillment facilities strategically located across California and a fleet of delivery trucks, we ensure that we provide quality service to our customers. At Quality Packaging, we pride ourselves on our industry expertise and work with customers to design custom packaging solutions that meet their needs.