Executive Administrative Assistant/ Supply Chain Coordinator

Pacifica Continental; United States; On-site; USD 60,000 - 80,000; Full time

Job summary

Pacifica Continental is seeking an Executive Assistant to provide high-level support to the CEO/President. Responsibilities include managing calendars, preparing communications, and coordinating logistics and meetings.

The ideal candidate will have strong organizational skills, proficiency in Microsoft Excel and Google Workspace, and the ability to manage multiple priorities. This role is essential for ensuring the smooth operation of executive functions and supporting business needs.

Qualifications

• Proven experience in executive support or similar role.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Coordinate CEO/President’s calendar and appointments.
• Prepare executive correspondence and meeting materials.
• Manage office supplies and provide administrative support.

Skills

Time management

Communication

Organization

Project management

Proficiency in Excel

Proficiency in Google Workspace

Experience with QuickBooks

Experience with Power BI

Knowledge of logistics

Analytical skills

Education

Bachelor's degree in Business Administration or related field

Tools

QuickBooks

Excel

Power BI

Google Workspace

Job description

Key Responsibilities

• Provide proactive reminders and ensure effective time management for executive priorities.
• Manage and coordinate the CEO/President’s calendar, meetings, appointments, travel arrangements, and business events.
• Prepare presentations, reports, executive correspondence, and meeting materials.
• Handle executive communications, including calls, emails, letters, and other correspondence.
• Serve as a liaison between the CEO/President, internal departments, clients, suppliers, and external partners.
• Receive and assist visitors, respond to inquiries, and manage requests related to the executive office.
• Attend meetings when required, take notes, prepare minutes, and follow up on action items, agreements, and pending tasks.
• Track project progress, commitments, deadlines, corrective actions, and continuous improvement initiatives across the organization.
• Maintain organized and up-to-date physical and digital filing systems for executive, operational, and corporate documentation.
• Communicate with manufacturers and suppliers to place purchase orders and monitor order execution.
• Compare sales orders and purchase orders to ensure accuracy, consistency, and alignment.
• Provide suppliers and manufacturers with production schedules, forecasts, and shipping plans.
• Follow up on production schedules, order status, and delivery timelines with OEM manufacturers and suppliers.
• Coordinate with internal departments, freight forwarders, and external partners to ensure timely shipments and deliveries.
• Monitor and track ETAs, ETDs, and logistics milestones to support supply chain continuity.
• Review product specifications, packaging, labeling, loading plans, and quality inspection requirements.
• Ensure products and supporting documentation comply with regulatory requirements in destination markets.
• Review, collect, and maintain all required documentation to support supplier payments and operational compliance.
• Review and approve shipping documents, including Commercial Invoices, Packing Lists, and Bills of Lading (B/L).
• Maintain and update pricing lists, supplier records, and purchasing information in internal systems.
• Assist with invoice reviews, payment requests, reconciliations, financial reporting, and administrative accounting activities.
• Support budgeting processes and prepare financial and operational reports required for decision-making.
• Utilize Excel, Google Workspace, QuickBooks, Power BI, and AI tools to improve efficiency, reporting accuracy, and process visibility.
• Prepare, analyze, and maintain operational, financial, procurement, and executive performance reports.
• Ensure compliance with company policies, procedures, internal controls, and corporate standards.
• Identify opportunities to improve administrative, procurement, logistics, and operational processes.
• Manage office supplies and provide general administrative support to meet executive and business needs.
• Perform additional duties, special projects, and responsibilities assigned by management.