Note: The job is a remote job and is open to candidates in USA. Pacifica Continental is a company seeking an Executive Administrative Assistant and Supply Chain Coordinator. The role involves managing executive priorities, coordinating schedules, and supporting supply chain operations through effective communication and organization.
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
Skills
- 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
Company Overview