Executive Administrative Assistant

JOB DESCRIPTION 

Executive Administrative Assistant 

Company: 

PB Loader Corporation 

Department: 

Sales/Business Operations 

FLSA Classification: 

Non-Exempt 

Direct Supervisor: 

Matt Hinrichs 

Location: 

Fresno 

Hours: 

Full-time; Monday-Friday 730am-4pm this position may be required to work overtime including weekends and evenings as needed. 

POSITION SUMMARY 

The Executive Administrative Assistant provides essential support to the Business Operations department, ensuring smooth day-to-day operations through accurate shipment processing, document preparation, and customer communication. This role is responsible for managing logistics tasks, maintaining company swag inventory, keeping organized records, assisting with social media updates to support the company’s brand presence, reporting, and other tasks as they develop. The position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment. This is a heavy admin/clerical position.  

ESSENTIAL JOB FUNCTIONS 

• Process shipments in the ERP system with accuracy and efficiency. 
• Create packing slips when a truck is ready for shipment. 
• Handle DMV paperwork for applicable transactions. 
• Verify and confirm “ship to” addresses with customers. 
• Obtain Power of Attorney documentation from customers as required. 
• Coordinate with freight brokers to schedule shipments. 
• Update shipping details on the Master Production Schedule. 
• Obtain and provide customers with current Certificates of Insurance. 
• Assist with maintaining and updating company social media accounts (Facebook, Instagram, Snapchat, LinkedIn). 
• Work with operations to develop sales reporting. 
• Maintain and develop company swag inventory for internal and external stakeholders. 
• Assist with digitizing the sales department's database and keeping digital records and reports.  
• Assist and manage calendars, schedule meetings, and travel coordination for events.  
• Oversee special projects and initiatives as directed by the Director and/or President, which may include research and coordination with other departments.  
• Perform other administrative duties as assigned to support sales operations. 

ORGANIZATIONAL ACCOUNTABILITIES 

Safety 

Shares in the responsibility of creating and maintaining a safe work environment for all staff and customers. Address and reports all injuries, accidents and near misses to the appropriate members of management. 

Responsibility 

Demonstrates ability to work harmoniously with others to get a job done. Attitude promotes positive work environment; respects others; resolves issues and conflicts. Communicates effectively with team members and provides constructive suggestions to improve team performance. Takes ownership in tasks and gets the work done. 

Organized 

Determines resources and actions required to accomplish objectives. Sets priorities and manages time effectively. Identifies potential problems/ opportunities and works with supervisor to plan contingent actions, as appropriate. 

Integrity 

Maintains the necessary level of professional knowledge and technical proficiency to fully perform all job requirements. Treats customers and fellow employees with respect. Maintains standards of confidentiality relating to client information. 

Productivity 

Acts in a self-directed efficient manner to accomplish goals; takes action before being directed by others or forced by events. Seizes opportunities and is proactive in avoiding potential problems. Learns from own mistakes; adapts to changing conditions; takes on challenging or difficult assignments. Inspires excellence and commitment in others. 

QUALIFICATIONS 

Education and/or Experience 

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred. 
• Previous administrative, logistics, or outside sales support experience preferred. 
• Experience working in ERP systems and coordinating shipments is a plus. 
• Experience supporting outside sales representatives who do not work on prem. Our sales representatives travel 70% of their time.  
• Experience supporting several departments, executives, or clients.  

Knowledge, Skills, and Abilities 

• Highly organized with excellent attention to detail. 
• Strong written and verbal communication skills in English. 
• Proficient in Microsoft Excel and Word. 
• Familiarity with major social media platforms (Facebook, Instagram, Snapchat, LinkedIn). 
• Ability to multi-task, prioritize, and adapt in a fast-paced environment. 
• Positive, team-oriented attitude with a commitment to delivering excellent customer service.