Executive Assistant & Sourcing Coordinator

Job description:

Overview
Fundelivered is hiring an experienced, full-time, fully remote Executive Assistant & Sourcing Coordinator to work directly with our two co-founders! We’re a fast-growing mystery box company recently featured on ABC’s Shark Tank. As we enter our next chapter of growth, we’re looking for a highly organized, proactive right hand who can hit the ground running and keep things running smoothly behind the scenes.

You’ll manage day-to-day communication and scheduling, handle invoices and payments, keep projects moving across our teams, and help us source new products and build strong relationships with our vendors. This role will become more robust as we scale, with opportunities to take on more responsibility, including helping select and buy products. Pay is $62,000–$75,000 per year, depending on experience.

Responsibilities

• Manage and organize the co-founders’ inboxes, flag priorities and respond on their behalf when needed.
• Schedule and coordinate meetings, calls and appointments, and keep calendars organized.
• Take notes during meetings, track action items and follow up to make sure things get done.
• Create and manage invoices, purchase orders, bills and payments, track expenses and follow up to keep everything current.
• Review supplier catalogs and inventory lists, research products, request quotes and narrow down the best options for our boxes.
• Over time, learn our buying process and help select products to purchase.
• Help build and maintain strong relationships with our vendors and suppliers.
• Research and find new outlets for leftover or unusable product, such as resellers and donation partners.
• Post and manage job listings for open positions.
• Communicate with internal teams to keep plans and initiatives on track and make sure everyone is on the same page.
• Act as a point of contact for vendors, partners and other contacts on behalf of the co-founders.
• Prepare and proofread emails, documents and simple reports, and keep files organized.
• Coordinate occasional travel, trade shows and events as needed.
• Help with special projects and whatever else comes up in a fast-moving business.

Requirements

• 3+ years of experience as an executive assistant, operations coordinator or similar role, ideally supporting founders or senior leadership.
• Experience handling invoices, purchase orders, bills and payments. QuickBooks or similar experience is preferred.
• Highly organized, with excellent attention to detail and the ability to manage multiple priorities at once.
• Strong written and verbal communication skills, professional and friendly.
• Proactive and resourceful. You see what needs to be done and handle it without being asked.
• Comfortable with Google Workspace (Gmail, Calendar, Sheets, Docs) and video calls like Zoom or Google Meet.
• Good judgment and discretion when communicating on behalf of leadership and handling confidential and financial information.
• Interest in products, retail or e-commerce, and an eye for what makes a great item.
• Experience in retail, merchandising, buying, resale or e-commerce is a plus.
• Experience with project tracking tools (Asana, Trello, Monday, etc.) or DocuSign is a plus.
• Reliable home office setup with high-speed internet.
• Able to visit our Ocala warehouse occasionally is a plus, but not required.

Job Type: Full-time, remote

Pay: $62,000–$75,000 per year, depending on experience

Benefits:

• Monthly health reimbursement allowance toward your own health plan
• Paid time off
• Paid holidays
• Flexible schedule
• Fully remote work

How to Apply
Please email [email protected] with the subject line “Executive Assistant & Sourcing Coordinator” and include:

• Your resume
• A short cover note (a few paragraphs is perfect) that answers:
• Why are you excited about this role and Fundelivered?
• Tell us about a time you took something off a busy leader’s plate and ran with it.
• What experience do you have with invoicing, bookkeeping, buying or vendor relationships?

Applications without a cover note will not be considered.

If you’re an experienced, detail-driven professional who loves keeping things organized, enjoys being the person who makes everything run smoothly and has an eye for great products, we’d love to hear from you!

Pay: $62,000.00 - $75,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: Remote