Executive Assistant & Sales Coordinator

About the job
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.

What You’ll Be Doing

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

The Kind of Person Who Will Thrive Here

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.

Executive Assistant & Sales Coordinator