Executive Assistant & Sales Coordinator

Salary: $900 with 10 days of PTO monthly accumulated.

This is a full time, embedded role for a sharp, self driven Executive Assistant & Sales Coordinator who thrives in a fast paced, production based business. You will be the operational backbone of the company - managing the day to day, keeping orders moving, ensuring clients are looked after, and actively supporting sales - all without needing to be directed at every turn.

This role is not for someone who needs hand holding. It is for someone who walks in, figures it out, gets it done, and is already thinking three steps ahead.

• Owning all day to day operations and administration end to end

• Acting as the primary point of contact for clients - via phone, email, and WhatsApp - and being reliably available and responsive during working hours

• Managing the full order lifecycle from confirmation through to delivery, proactively tracking progress and flagging issues before they become problems

• Actively supporting the sales process - following up on quotes and leads, nurturing client relationships, converting enquiries, and identifying upsell opportunities where appropriate

• Building and maintaining strong client relationships that drive repeat business and referrals

• Supporting production workflows, timelines, and supplier coordination

• Assisting with product costing, pricing structures, and customisation specifications

• Identifying inefficiencies in existing processes and implementing improvements without being asked

• Building and maintaining systems that keep the business organised and scalable

• Communicating directly and regularly with the CEO via WhatsApp - you will be across what she is working on, what's in motion, and what needs your support, so she is never out of the loop and neither are you

• Working closely with the CEO as a trusted, long term operational and commercial partner

• Proven experience in decorative lighting, interiors, design, manufacturing, or a production/bespoke goods environment - you need to understand the world you're stepping into

• Demonstrated sales experience - whether in a support, coordination, or direct sales capacity - with the confidence to follow up, close, and manage the full client journey

• Someone who works fast, thinks independently, and takes full ownership without waiting to be told what to do

• A natural self starter who can read a situation, make a sensible call, and keep things moving

• Comfortable communicating with the CEO frequently via WhatsApp - you will need to stay closely aligned with her priorities, know what she is working on at any given time, and be proactive about keeping her informed without being prompted

• Dependable and present during working hours - clients and the CEO can count on you to pick up calls, respond to WhatsApp messages promptly, and show up to meetings fully prepared

• Strong operations or business support background with a sharp eye for detail

• Excellent Excel skills and comfort working with data, pricing, and order tracking

• Outstanding written and verbal communication - professional, clear, and warm

• Strong organisational skills with the ability to juggle multiple moving parts simultaneously

You don't wait for a manual. You learn quickly by doing. You understand that sales and operations go hand in hand - a client well looked after is a client who comes back. You communicate with the CEO like a true right hand: proactively, honestly, and efficiently over WhatsApp so the business keeps moving even when you're not in the same room. You're reachable, reliable, and resourceful - and you bring solutions, not problems.