Sales Executive Assistant

Benefits:

• 401(k)
• Health insurance
• Paid time off

Sales Executive Assistant
Location: Ontario, CA
Employment Type: Full-Time
Travel Required: Yes (Domestic & International)

PetPals Group Inc. is seeking a proactive, detailoriented, and highly organized Sales Executive Assistant to support the companys executive leadership with highlevel administrative, scheduling, sales coordination, and operational responsibilities. This role is ideal for someone who thrives in a fastpaced environment, communicates confidently across languages, and can represent the company professionally in both domestic and international settings.

Key Responsibilities
Executive & Sales Support

• Manage executive calendars, appointments, and sales-related meetings
• Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries
• Prepare sales documents, presentations, reports, and proposals (Excel, PowerPoint)
• Track sales activities, follow-ups, and customer communication
• Support business development activities, vendor meetings, and customer visits
• Conduct basic market research and compile data for sales planning
• Assist with CRM updates, customer records, and sales documentation
• Prepare summaries, briefing notes, and meeting prep materials for executive leadership

Administrative & Operational Duties

• Maintain organized digital and physical filing systems for sales documents and records
• Prepare meeting agendas, take notes, and track action items
• Coordinate events, including trade shows, exhibitions, customer visits, and internal company activities
• Handle confidential information with professionalism and discretion
• Monitor deadlines, renewals, and follow-up tasks for executive leadership
• Support expense tracking, reimbursement submissions, and basic budget coordination
• Assist with vendor communication, contract tracking, and document routing

Communication & Relationship Management

• Provide bilingual communication support (CantoneseEnglish or SpanishEnglish)
• Communicate clearly and professionally on behalf of executive leadership
• Draft, proofread, and format business correspondence with accuracy and clarity
• Serve as a liaison between executives, internal teams, and external partners
• Coordinate calls, emails, and meeting logistics across time zones
• Support customer service follow-ups and relationshipbuilding activities

Qualifications

• Bachelors degree or above
• Able to travel domestically and internationally
• Bilingual: CantoneseEnglish or SpanishEnglish
• Proficiency in Microsoft Office, especially Excel and PowerPoint
• Detailoriented with strong organizational skills
• Excellent communication skills, both written and verbal
• Experience with scheduling, travel arrangements, document preparation, and event coordination
• Ability to manage multiple priorities and work independently

Preferred Attributes

• Experience supporting executives or working in sales/operations
• Familiarity with CRM systems (e.g., Salesforce, HubSpot)
• Strong problemsolving skills and a proactive mindset
• Ability to anticipate needs and take initiative without constant direction
• Comfortable working in a dynamic, fastmoving environment
• Professional presence and ability to represent PetPals in external settings

We look forward to welcoming a dedicated professional who can strengthen our sales operations and support the companys executive leadership in driving PetPals continued growth.