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.

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.