Executive Assistant

About the Role

We are seeking a dedicated Executive Assistant to support the CEO of a reputable commercial furniture manufacturer's representative group that operates across six U.S. states. This full-time position operates remotely during U.S. Central Time business hours. The role is much more than administrative assistance; it involves partnering closely with the CEO to manage executive priorities, communications, calendars, proposals, and CRM data, while enhancing daily business functions.

Key Responsibilities

• Oversee the CEO’s inbox, prioritize communications, and draft professional emails on behalf of leadership.
• Manage calendars, appointments, and ensure meetings are well coordinated with various stakeholders.
• Organize executive schedules to protect time for priority tasks and follow up on meeting action items.
• Support sales processes by preparing product proposals using internal quoting software, ensuring accuracy and timely submission.
• Maintain and update CRM records accurately, track project progress, generate sales pipeline reports, and uphold data consistency.
• Prepare presentations, reports, spreadsheets, and business documentation as needed.
• Identify opportunities to improve administrative workflows and implement process enhancements leveraging AI tools like ChatGPT and Copilot.
• Assist with daily business operations and special projects, ensuring effective leadership support.

Success Indicators

• Efficiently organized executive calendars and optimized scheduling.
• Prompt management of emails and communication.
• Timely and accurate proposal submissions.
• Accurate and current CRM data maintenance.
• Continuous improvement in administrative workflow efficiency.
• Increased executive focus on strategic priorities.

Candidate Profile

• Exceptionally organized and attentive to detail.
• Proactive in anticipating needs and solving potential issues.
• Skilled in establishing structure and refining processes.
• Professional communication abilities with internal and external teams.
• Capable of working independently with minimal oversight.
• Motivated by helping executives perform at their best.

Required Experience and Skills

• Proven experience in executive support roles such as Executive Assistant, Administrative Assistant, Operations Coordinator, or Project Coordinator.
• Fluent in verbal and written English.
• Proficient with CRM platforms including HubSpot, Salesforce, Zoho, or similar systems.
• Strong command of Microsoft Office Suite: Outlook, Excel, Word, and PowerPoint.
• Experience managing executive calendars and scheduling priorities.
• Comfortable with AI-driven productivity applications like ChatGPT and Copilot.
• Highly organized with a keen eye for detail.
• Quick learner of new software and operational procedures.
• Effective professional email communication skills.
• Available to work during U.S. Central Time business hours.

Preferred Qualifications

• Background in B2B sales support with experience preparing quotes, proposals, estimates, and sales documents.
• Industry knowledge in commercial furniture, interior design, architecture, construction, or commercial real estate.
• Experience generating CRM and sales pipeline analytics.
• Familiarity with project coordination and client relationship management.
• Track record of enhancing administrative workflows.

Typical Daily Activities

• Review and prioritize CEO’s emails.
• Manage calendar coordination and scheduling.
• Compile sales proposals and related documents.
• Maintain CRM data and produce sales reports.
• Create business correspondence, presentations, and reports.
• Ensure completion of follow-ups and action items.
• Support operational initiatives and refine internal processes.
• Utilize AI tools to optimize productivity and efficiency.

Performance Metrics

• Accuracy and efficiency in managing executive schedules.
• Effectiveness in inbox administration and follow-up completion.
• Proposal accuracy and timely delivery.
• Consistency and precision in CRM data and reporting.
• Responsiveness and completion of administrative responsibilities.
• Implementation of process improvements.
• Leadership feedback and overall operational effectiveness.

Unique Role Highlights

• Direct, high-trust partnership with the CEO.
• Substantial responsibility spanning executive assistance and operational support.
• Chance to enhance workflows using AI and modern productivity tools.
• Insight into sales operations, CRM systems, and business process optimization.
• Fully remote work arrangement with potential for career growth.
• Paths for advancement include Senior Executive Assistant, Executive Operations Manager, Chief of Staff, or Operations Manager roles.

Application Process

Applicants will first submit their applications and then receive an invitation to provide a 3–5 minute introductory video detailing their experience and skills. This video replaces multiple initial screening calls and allows candid presentation of competencies, especially in executive support, calendar and communications management, CRM familiarity, and AI tool usage. Multiple attempts are permitted prior to final submission. The hiring team reviews the video before arranging a client interview.

Eligibility

This role is open for candidates who have the requisite experience and are available to align with U.S. Central Time business hours.