Operations and Executive Assistant

Location: New York, NY / Summers: Deal, NJ
Employment Type: Full-Time, Flexible Hybrid Schedule
Schedule: Monday through Friday – Standard Business Hours
Salary: Based on Experience

We are seeking a highly organized, tech-savvy, and proactive Operations & Executive Assistant to directly support executive leadership in a fast-paced wholesale business. This is a hands-on role for someone who enjoys wearing multiple hats, taking ownership of daily operations, and ensuring that customer orders, communications, and internal workflows run efficiently.

The ideal candidate is a self-starter with exceptional attention to detail, outstanding communication skills, and the ability to thrive in a dynamic, collaborative environment. As a key member of a lean team, you will play an essential role in keeping daily operations organized while allowing leadership to focus on strategic growth initiatives.

• Manage executive email communications and serve as the first point of contact for customers, factories, suppliers, and warehouse partners.
• Respond to customer inquiries regarding order status, delivery schedules, inventory availability, and fulfillment updates.
• Process incoming customer orders received by email or text and prepare accurate purchase orders.
• Enter vendor purchase orders into QuickBooks and maintain accurate order documentation.
• Generate UPS and FedEx shipping labels and coordinate outbound shipments with warehouse staff.
• Communicate regularly with warehouse partners regarding order fulfillment, shipping questions, and inventory updates.
• Track customer orders from placement through delivery to ensure timely fulfillment.
• Maintain organized digital records, documentation, and operational files.
• Assist leadership with product development by reviewing packaging layouts, print proofs, and production materials.
• Evaluate product samples for quality, color accuracy, sizing, packaging, and overall presentation.
• Coordinate daily operational tasks and proactively identify opportunities to improve efficiency.
• Provide executive and administrative support on special projects as assigned.

• Excellent written and verbal communication skills.
• Exceptional organizational skills with outstanding attention to detail.
• Strong ability to multitask and manage competing priorities in a fast-paced environment.
• Proficiency with Microsoft Outlook, Excel, Word, and PowerPoint.
• Strong technology skills with the ability to quickly learn new software platforms.
• Experience with QuickBooks Desktop Premier 2024 is strongly preferred.
• Experience using warehouse management systems such as Coreflex is a plus.
• Previous experience in wholesale, importing, logistics, distribution, or supply chain operations is highly desirable.
• Process-oriented mindset with excellent follow-through and problem-solving abilities.
• Professional, dependable, and able to work independently while collaborating effectively with a small team.