Executive Assistant

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to serve as the right hand to the CEO of a well-established commercial furniture manufacturer's representative group serving six U.S. states.

This is a high-trust role that goes far beyond traditional administrative support. You will be responsible for managing the CEO’s inbox and calendar, protecting their time, coordinating critical follow-ups, and supporting day-to-day business operations that directly contribute to company growth.

In addition to executive support, you will assist with proposal preparation, CRM management, reporting, and process improvement initiatives that help streamline operations across the business.

The ideal candidate thrives in a fast-paced environment, communicates professionally, learns quickly, and enjoys taking ownership of important responsibilities with minimal supervision.

Responsibilities

Executive Support & Calendar Management

Manage the CEO’s inbox, prioritize communications, and ensure timely follow-up on important matters.
Draft professional email responses and correspondence on behalf of leadership.
Manage and coordinate the CEO’s calendar, meetings, appointments, and scheduling priorities.
Protect leadership's time by proactively managing competing priorities and commitments.
Coordinate internal and external meetings and prepare meeting materials when required.

Proposal & Sales Support

Review incoming project notifications and opportunities.
Prepare ancillary product proposals using internal quoting software (training provided).
Ensure proposals are accurate, complete, and submitted within required timelines.
Support leadership with proposal-related documentation and follow-up activities.
Assist with sales-related administrative processes as needed.

CRM Management & Reporting

Maintain accurate records within the company CRM system.
Update deal stages, activities, communications, and account information.
Track and document client interactions and project updates.
Generate reports and provide visibility into sales and operational activities.
Ensure CRM data integrity and consistency across all records.

Administrative & Operational Support

Prepare presentations, spreadsheets, reports, and business documents.
Coordinate follow-up actions and ensure tasks are completed on time.
Organize company documentation and maintain efficient record-keeping systems.
Support daily business operations and special projects as assigned.
Assist leadership with administrative and operational priorities.

Process Improvement

Identify inefficiencies within current workflows and administrative processes.
Recommend and implement improvements that increase efficiency and productivity.
Leverage technology and AI tools to streamline repetitive tasks and enhance output quality.
Support the continuous improvement of operational systems and procedures.

What Makes You a Strong Fit

You are highly organized and rarely let important details fall through the cracks.
You enjoy creating structure, systems, and organization in fast-moving environments.
You are proactive and solve problems before they become issues.
You communicate professionally and confidently with internal and external stakeholders.
You are comfortable working independently and taking ownership of critical responsibilities.
You enjoy supporting leadership and helping executives operate more effectively.

Required Experience & Skills

Must-Have

Previous experience as an Executive Assistant, Administrative Assistant, Operations Coordinator, Project Coordinator, or similar support role.
Fluent English communication skills, both written and verbal.
Hands-on experience with CRM platforms such as HubSpot, Salesforce, Zoho, or similar systems.
Strong proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
Experience managing calendars, scheduling meetings, and coordinating executive priorities.
Comfortable using AI productivity tools such as ChatGPT, Copilot, or similar platforms.
Strong organizational skills with exceptional attention to detail.
Ability to learn new software, systems, and industry terminology quickly.
Professional written communication skills and email management experience.
Availability to work U.S. Central Time business hours.

Nice-to-Have

Experience supporting executives in a B2B sales environment.
Experience preparing quotes, proposals, estimates, or sales documentation.
Background in commercial furniture, interior design, architecture, construction, or commercial real estate industries.
Experience generating CRM reports and sales pipeline reporting.
Familiarity with project coordination and client relationship management.
Experience improving administrative workflows and business processes.

What Does a Typical Day Look Like?

Your day begins by reviewing the CEO’s inbox, prioritizing urgent communications, and ensuring important follow-ups are addressed promptly. You coordinate meetings, manage scheduling requests, and keep leadership organized and focused on high-value activities.

Throughout the day, you review incoming project opportunities, prepare ancillary product proposals, update CRM records, generate reports, and support operational priorities across the business.

You also assist with presentations, documentation, client communications, and process improvements that help the company operate more efficiently.

Success in this role comes from staying organized, anticipating needs, solving problems proactively, and ensuring leadership can focus on growing the business.

You Are the Right Person If...

You enjoy supporting executives and helping them stay focused on high-impact work.
You are naturally organized and highly detail-oriented.
You take initiative rather than waiting for instructions.
You communicate professionally and confidently in written and verbal interactions.
You are comfortable juggling multiple priorities simultaneously.
You learn new systems quickly and enjoy improving processes.
You thrive in a high-trust role where ownership and accountability matter.