Job Description

About Ground Up:

Ground Up is a private label developer and supplier of coffee and tea products across all formats. At our core, we’re problem-solvers with a passion for coffee, tea, sustainability, and customer service. We take great pride when we see our customers’ products fly off the shelves of grocery stores, online marketplaces, or wherever our customers go to market.

Position Overview:

We are seeking a highly organized, proactive Assistant to support our Senior Sales Director. This role combines administrative support, client engagement, project coordination, pricing and quote management, and product sample handling. The ideal candidate thrives in a fast-paced environment, can manage multiple priorities, and is eager to contribute to a collaborative sales team.

Key Responsibilities

Administrative Support

· Manage the Senior Sales Director’s calendar, meetings, and conference calls

· Prepare meeting agendas, take minutes, and track action items

· Coordinate travel logistics including flights, accommodations, and transportation

Pricing & Quote Management

· Create cost workups to support pricing and budgeting

· Process and manage quotes in NetSuite, ensuring accuracy and timeliness

· Collaborate with internal teams to analyze costs and optimize pricing

· Maintain organized quote records and cost documentation in NetSuite

Communication & Coordination

· Act as a liaison between the Senior Sales Director and internal/external stakeholders

· Draft and distribute correspondence, reports, and presentations

· Support interdepartmental communication to align on sales goals and project timelines

Data Management & Reporting

· Assist in preparing sales reports and tracking performance metrics

· Maintain organized filing systems (digital and physical)

· Support market research and competitive analysis efforts

Project Assistance

· Assist with special projects including events and client presentations

· Monitor project timelines and deliverables

· Support efforts to streamline processes and improve team efficiency

Expense & Budget Management

· Process expense reports and track budgets for sales initiatives

· Coordinate with finance for timely reimbursements and accurate records

Product Sample Management

· Manage inventory of product samples and coordinate timely replenishment

· Ship samples to customers and manufacturers with proper documentation and quality control

· Maintain detailed sample logs and forecast restocking needs

Qualifications

Experience

· Prior experience in an administrative or executive assistant role, ideally supporting sales or business development

· Familiarity with CRM systems (NetSuite preferred), sales analytics tools, and inventory management

Skills

· Strong organizational and multitasking abilities

· Excellent written and verbal communication skills

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

· Proactive problem-solver with strong attention to detail

Personal Attributes

· Dependable, professional, and discreet with confidential information

· Team-oriented with a positive attitude and ability to work independently

· Comfortable adapting to shifting priorities in a fast-paced environment

Benefits

· Competitive salary (suggested range: $50,000–$65,000) with performance-based bonuses

· Comprehensive health, dental, and vision insurance

· Professional development opportunities

· Supportive, collaborative work culture with a focus on work-life balance

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