Executive assistant

We are a U.S.-based promotional products company looking for an experienced, detail-oriented assistant to help manage and process customer orders.

We are specifically looking for someone who has worked in the promotional products industry and understands how orders move from customer approval through production and delivery.

The ideal candidate is organized, proactive, comfortable communicating with U.S. suppliers, and able to manage multiple orders simultaneously while maintaining accuracy and meeting deadlines.

This is a long-term opportunity for someone who wants to become an important part of a growing business.

Responsibilities

Order Processing and Management

Process customer orders from initial approval through final delivery.

Enter and manage orders in Commonsku.

Verify product specifications, quantities, colors, sizes, pricing, and delivery dates.

Submit purchase orders to suppliers and confirm order details.

Track orders throughout production and shipping.

Follow up with suppliers to ensure orders stay on schedule.

Identify and resolve order discrepancies, production delays, and shipping issues.

Maintain accurate records and keep order statuses updated.

Artwork and Product Approvals

Coordinate artwork submissions with suppliers.

Review product proofs and mockups for accuracy against customer specifications.

Obtain customer approvals before production begins.

Follow up on outstanding proofs and approvals.

Ensure the correct logos, imprint locations, colors, and decoration methods are specified.

Supplier Communication

Communicate with promotional products suppliers regarding pricing, availability, production schedules, and shipping.

Request updated quotes and confirm product details when necessary.

Build professional relationships with supplier representatives.

Follow up proactively to prevent delays and resolve problems.

Administrative Support

Maintain organized digital files for orders, invoices, artwork, and supplier documentation.

Update order tracking spreadsheets and customer records.

Assist with invoicing and verify supplier invoices against purchase orders.

Communicate order updates and potential delays to our team.

Help improve order processing procedures and organization.

Required Qualifications

Previous experience working for a promotional products distributor.

Experience processing promotional products orders from purchase order through delivery.

Familiarity with promotional products suppliers, product decoration methods, and industry terminology.

Strong written and spoken English communication skills.

Excellent attention to detail and organizational skills.

Ability to manage multiple orders and deadlines simultaneously.

Comfortable using spreadsheets, email , and online business systems.

Reliable internet connection and a quiet workspace.

Ability to work independently and take initiative.

Preferred Experience

Knowledge of Commonsku is strongly preferred.

Experience with ESP, SAGE, or other promotional products industry software.

Familiarity with common promotional products suppliers and their ordering systems.

Knowledge of embroidery, screen printing, heat transfers, laser engraving, and other decoration methods.

Experience with artwork proofing and approval workflows.

Experience with CRM and order management systems.

Shipping coordination and inventory management experience.

Working Hours

This is a 20-40 hour per week , remote position supporting a U.S.-based business.

The successful candidate must be available to work during overlapping U.S. business hours when needed to communicate with customers and suppliers.

Working hours and time-zone arrangements will be discussed during the interview.

Compensation

Compensation: 8- 12$ per hour plus bonus based on performance and company revenue

Candidates with substantial promotional products order processing experience and familiarity with Commonsku will receive preference.

How to Apply

Please include the following in your application:

A brief introduction about yourself and your professional experience.

Details of your previous experience in the promotional products industry.

The names of any promotional products distributors or suppliers you have worked with, if you are comfortable sharing.

Which order management systems or industry software you have used, particularly Commonsku, ESP, or SAGE.

An explanation of the types of orders you have processed and the responsibilities you handled.

Your expected hourly rate or monthly salary.

Your availability and the U.S. business hours you can accommodate.

Important: Please begin your application with the words "PROMOTIONAL PRODUCTS EXPERIENCE" so we know you have read the entire posting.

We are looking for someone with relevant industry experience who can take ownership of order processing and help us deliver excellent service to our customers.