Executive Assistant Operations Coordinator

SMR Collectibles; Village of Amityville (NY); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

401(k) with company matching

Paid time off

Flexible schedule around show calendar

Job summary

SMR Collectibles in Amityville, NY seeks an organized, proactive admin/ops support to work directly with the owner. You will manage calendars, emails, and projects, and you will coordinate vendor trips, show logistics, and reporting.

You will implement systems, follow up on tasks, and grow into ownership of larger operations. This is a hands-on on-site role in a dynamic small business with a show calendar focus.

Qualifications

• 2+ years in an administrative, executive assistant, office coordinator or project coordinator role
• Proven ability to manage someone else’s priorities, calendar and communication
• Strong written communication and attention to detail
• Discretion, because you will see deal terms, financials and customer information

Responsibilities

• Keep owner’s Monday.com boards accurate and current, including creating tasks and flagging overdue items
• Triage emails, texts and marketplace messages, draft replies for approval
• Manage calendar, schedule calls and internal check-ins, protect owner’s time
• Take delegated projects from start to finish (vendor research, show trips, reports)
• Coordinate travel and logistics for buying trips and national shows
• Keep documents and files organized for easy access
• Handle purchasing and basic bookkeeping handoffs to the accountant
• Follow up with customers, consignors and sellers with clear communication
• Identify recurring issues and propose system fixes

Skills

Organized

Written communication

Follow up

Monday.com

Google Workspace

Spreadsheets

Adapt quickly to new software

Attention to detail

On-your-feet in warehouse

Interest in sports/collectibles

Education

High School Diploma

Associate's degree

Bachelor's degree

Tools

Monday.com

Google Workspace

Spreadsheets

ChatGPT

Claude

Job description

Job Description

Job Description

** Why this job is different from the other assistant jobs you’re looking at**

Most assistant jobs are about the calendar and the inbox, and that is where they stay.

This one starts there and grows into real projects. SMR Collectibles is a fast growing sports card and memorabilia business, and the owner and senior team are carrying more than they should. Deals, vendor follow-ups, customer questions, show logistics, listing projects and a dozen small tasks pile up every day, and right now they compete with the work that actually grows the business. We are hiring the person who takes those off their plate, keeps them organized, and gets things finished.

You will work directly with the owner. You will know what is going on across the whole business. And as you prove you can run things, you will be handed bigger things to run.

** What you will actually do**

• Keep the owner’s Monday.com boards accurate and current, including creating tasks from conversations, chasing updates from the team and flagging anything overdue before it becomes a problem
• Triage the owner’s email, texts and marketplace messages, draft replies for approval, and make sure nothing important gets buried
• Manage the calendar, including scheduling calls with sellers, appointments with vendors and internal check-ins, and protect the owner’s time
• Take delegated projects from start to finish, such as researching a vendor, organizing a show trip, pulling together a report, following up on a grading submission or coordinating a collection pickup
• Coordinate travel and logistics for buying trips and national shows
• Keep shared documents, records and files organized so anyone on the team can find what they need
• Handle purchasing and supply orders, expense tracking and basic bookkeeping handoffs to our accountant
• Follow up with customers, consignors and sellers on the owner’s behalf with clear, professional communication
• Notice what keeps falling through the cracks and propose a system to fix it

** Where you will be working, and how the job actually works**

This is a warehouse, not an office. Our space in Amityville is where the cards, the memorabilia, the shipping stations and the team all are, and you will be working out in it alongside everyone else. There is no private office and no quiet corner. On any given day there is noise, foot traffic and product moving around you. If you need a closed door to do your best work, this will be frustrating.

The list above is what the job looks like most of the time. It is not a fence around it. This is a growing small business, and things come up every day that do not fit anyone’s job description. Some days that means helping get an order out, sorting a collection that just walked in, covering the phones, pitching in on a show setup or handling something nobody planned on that morning. We are looking for someone who reads all of this and says yes to the whole thing, including the parts that are not written down. If you only want the administrative piece, this is not the right role, and that is fine. We would rather know now than three weeks in.

** Where this goes**

Your first few months are about learning how the business runs, who does what, and what the owner needs off his desk first. You will be building the systems for keeping everything tracked, and you will be doing a lot of following up.

From there you take on larger projects with less oversight, and you start owning pieces of the operation outright, such as the show calendar or vendor management. Pay moves with that. The people who want it can grow toward an operations or office management role, and we will have that conversation honestly when you get there.

** You will do well here if**

• You are the most organized person your friends know, and you get real satisfaction from a clean board and an empty inbox
• You write clearly and professionally, and you can match your tone to the person on the other end
• You follow up without being asked, and you close loops rather than leaving them open
• You are comfortable with Monday.com, Google Workspace, spreadsheets and learning new software fast, and you use tools like ChatGPT or Claude to draft, summarize and organize when they save time
• You can hold a lot of moving pieces in your head and stay calm when three of them move at once
• You are comfortable being on your feet in a working warehouse, and you pitch in on whatever the day needs without waiting to be asked
• You have some interest in sports or collectibles, or you are happy to learn enough to talk about them

** This is probably not the right fit if**

• You want remote or hybrid. This role is on-site in Amityville because the owner and the team are here
• You want to be told exactly what to do each day. You will get direction on priorities, and then you will be expected to run with them
• You prefer a role with clear edges, or a quiet desk in an office. This one touches everything and it happens out on the warehouse floor, which is the point

** What we need from you**

• 2 or more years in an administrative, executive assistant, office coordinator or project coordinator role
• Proven ability to manage someone else’s priorities, calendar and communication
• Strong written communication and attention to detail
• Comfort with Monday.com or a similar project management tool, or the ability to learn it quickly
• Discretion, because you will see deal terms, financials and customer information
• Reliable transportation to our Amityville location
• 18 or older and legally authorized to work in the United States
• High school diploma required, with an associate’s or bachelor’s degree a plus

Experience in a small business, e-commerce, collectibles or a role supporting an owner directly is a real plus. We care much more about whether you get things done than about where you learned to do it.

** Compensation and benefits**

$20 to $25 per hour. Where you start depends on how much of this you have done before, and it moves up as you take on more and the owner’s day gets shorter because of you. 401(k) with company matching, paid time off, and a flexible schedule around our show calendar.