Executive Assistant & Client Outreach Specialist

About the Role

We are a growing CPG advisory business supporting consumer brands across retail expansion, distributor relationships, and wholesale growth. We're looking for a highly organised and proactive Executive Assistant & Client Outreach Specialist to support the founder across client reporting, internal coordination, and outreach to independent retailers and distributor contacts.

This role sits across two core areas:

• Preparing clear, professional client updates and executive summaries ahead of recurring client meetings
• Supporting outreach and follow-up with independent retailers, distributor representatives, and other existing contacts

The successful candidate should be comfortable working with large amounts of information, distilling activity into concise updates, and following through consistently on outreach opportunities. This will initially be a part-time role with the potential to grow into a full-time position based on performance and business needs.

Work Structure & Requirements

• Location: Remote / Virtual
• Schedule: Part-time (20 hours per week)
• Time Zone: PST business hours
• Compensation: $7 USD per hour

Key Responsibilities

1. Client Updates & Executive Support

• Review internal client activity trackers, Google Sheets, emails, and team updates
• Stay up to date on key activity taking place across each client account
• Prepare professional executive summaries ahead of weekly, biweekly, or monthly client meetings
• Distil large amounts of activity into the most important updates, outcomes, risks, and next steps
• Pull relevant information from internal documents and email threads into clear client-ready summaries
• Ensure client updates are accurate, concise, and prepared ahead of scheduled calls
• Help maintain organised client records and ensure key activity is documented consistently
• Support the founder with meeting preparation and follow-up where required

2. Retailer & Distributor Outreach

• Conduct email outreach to independent retailers, distributor representatives, and other existing industry contacts
• Introduce relevant client brands and products to potential customers
• Follow up consistently to generate interest, sample requests, and potential orders
• Manage outreach conversations through to the appropriate next step
• Record all outreach activity, responses, and follow-up actions in internal tracking documents
• Coordinate sample requests with the team member responsible for fulfillment
• Follow up after samples are delivered and work to convert interest into commercial opportunities
• Support outreach across multiple client brands simultaneously

3. Sales & Administrative Support

• Maintain accurate contact and activity records across Google Sheets and Google Docs
• Update master client activity trackers with outreach progress and new developments
• Organise sell sheets, product information, and other materials needed for outreach
• Help research or verify retailer and distributor contact information where required
• Maintain clear follow-up schedules and ensure opportunities do not fall through the cracks
• Support general administrative and client coordination tasks as they arise

Required Skills & Experience

• Experience: 3+ years in Executive Assistance, Sales Support, Client Services, Business Development Support, or a similar role
• Communication: Strong written English and the ability to communicate professionally with clients and retail contacts; excellent ability to summarise complex information into clear, concise executive updates
• Tools: Strong Google Workspace skills — particularly Google Sheets, Google Docs, Gmail, and Google Drive
• Industry: Experience within CPG, retail, wholesale, distribution, or food & beverage is strongly preferred
• Outreach: Confident conducting professional email outreach and persistent follow-up
• Organisation: Strong attention to detail; able to maintain accurate records and update internal trackers consistently; comfortable working across multiple clients, priorities, and workstreams
• Profile: Proactive, takes ownership of recurring responsibilities, and able to work independently with limited day-to-day supervision
• Bonus: Experience conducting phone-based sales or customer outreach; experience speaking with independent retailers, distributors, or wholesale customers; familiarity with retail sell sheets, sample programs, and wholesale sales processes