Executive Assistant & Administrative Coordinator

Executive Assistant & Administrative Coordinator Schedule 8:00AM - 5:00PM M-F

Position Summary The Executive Assistant & Administrative Coordinator is a highly trusted strategic partner responsible for maximizing executive effectiveness while supporting critical sales and operational workflows across the organization.

This role serves as the CEO's right hand while acting as the central coordination point for lead intake, customer portals, and Vulkaponic USA correspondence and supports quoting, care desk and HubSpot hygiene.

The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced environment where precision, responsiveness, and ownership directly impact revenue and customer experience.

Key Responsibilities Executive & Administrative Support

• Serve as the primary point of contact and gatekeeper for the CEO
• Manage a complex and fast-moving calendar aligned with company priorities
• Coordinate executive travel, logistics, and itineraries
• Prepare and refine executive communications, presentations, and reports
• Handle confidential information with discretion and professionalism

Vulkaponic USA Correspondence & Coordination

• Serve as the primary point of contact for all Vulkaponic USA-related communication
• Manage inbound and outbound correspondence with customers, vendors, and internal teams
• Coordinate order-related communication, updates, and follow-ups
• Ensure timely responses and resolution of inquiries
• Maintain organized records and communication history
• Partner with leadership on reporting, tracking, and process improvements related to Vulkaponic USA operations
• Support Vulkaponic USA quoting and proposal preparation, ensuring accuracy, completeness, and timely delivery in coordination with internal teams

Meeting & Leadership Rhythm Management

• Coordinate executive and leadership meetings, agendas, and materials
• Capture notes and track action items to ensure follow-through
• Drive accountability on CEO-led initiatives
• Support internal and external communication on behalf of the CEO

Lead Intake & Sales Coordination

• Serve as the first point of contact for all inbound leads (forms, calls, referrals)
• Execute rapid response using standardized communication templates
• Qualify leads at a high level and route to the appropriate Designer or Account Executive
• Schedule consultations and ensure smooth handoff to the sales team
• Maintain momentum by following up on unassigned or unworked leads
• Identify and escalate high-value or complex opportunities

HubSpot CRM Management

• Assist Branch Managers in maintaining accurate records in HubSpot
• Own the lead-to-handoff process within the CRM
• Ensure all inbound sales interactions, contacts, and deals are properly documented
• Support data hygiene and reporting accuracy

Customer Portal Support & Compliance

• Assist with customer portal management, including uploading and maintaining required documentation
• Support tracking of compliance items (COIs, contracts, billing documents, etc.)
• Coordinate with internal teams to gather required materials for portal submissions
• Help ensure deadlines and renewal requirements are met
• Maintain organized and audit-ready documentation

Additional Administrative Support

• Provide administrative support across departments as business needs evolve
• Assist with quoting and proposal preparation as needed
• Provide backup support for the Customer Care Desk
• Assist with basic accounting and financial administrative tasks (invoicing support, documentation, tracking, etc.)
• Support special projects and cross-functional administrative needs

Qualifications

• 3-5+ years supporting executives, sales operations, or similar roles
• Strong organizational and time-management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams)
• Experience with CRM systems (HubSpot preferred)
• Ability to multitask and prioritize in a fast-paced environment
• High level of professionalism, discretion, and judgment

Core Competencies

• People: Builds strong relationships across teams and clients
• Ownership: Takes initiative and drives tasks to completion
• Faith: Operates with integrity and consistency
• Learning: Continuously improves processes and systems
• Quality: Delivers accurate, polished, and professional work

Success Metrics (KPIs)

• Lead response time (speed to first touch)
• Lead-to-hand-off conversion efficiency
• CRM data accuracy and completeness
• Quote turnaround time and accuracy
• Customer portal compliance (zero missed deadlines)
• Vulkaponic USA response time and communication quality
• CEO calendar efficiency and initiative follow-through

Other Duties This job description is not intended to cover all responsibilities. Duties may evolve based on business needs.