Administrative Assistant, Executive & Sales Support (Novato)

Position Summary

The Administrative Assistant, Executive & Sales Support role provides administrative and operational support to both the Executive Leadership Team and Sales Team. This role is ideal for someone who enjoys keeping teams organized, moving quickly between priorities, and helping important projects and sales initiatives get executed accurately and on time. Responsibilities include calendar and meeting coordination, sales documentation support, new item setup forms, customer paperwork, sample shipment ownership, trade show logistics, and day-to-day administrative support across the business.

Administrative & Leadership Support

• Provide day-to-day administrative support to members of the leadership team and sales managers.
• Manage calendars, schedule meetings, coordinate travel arrangements, and prepare meeting materials as needed.
• Organize internal and external meetings, including logistics, agendas, notes, and follow-ups.
• Maintain organized digital and physical filing systems, shared folders, and administrative records.
• Assist with expense reporting, document preparation, and other routine administrative tasks.

Sales Support

• Assist the sales team with new item setup forms, retailer forms, customer documents, and other sales support paperwork.
• Support sales team requests including presentation materials, data compilation, spreadsheets, CRM updates, and customer-facing documentation.
• Coordinate and ship product samples to customers, distributors, and prospects.
• Maintain sample inventory and track outgoing shipments to ensure timely delivery and follow-up.
• Help coordinate trade shows, customer meetings, line reviews, and other sales event logistics.

Operational & Cross-Functional Support

• Serve as a central point of coordination for cross-functional team requests and follow-up items.
• Assist with special projects as assigned by executive or sales leadership.
• Manage incoming requests, prioritize tasks appropriately, and communicate progress clearly.
• Ensure accuracy, follow-through, and timely completion of assigned tasks.
• Provide general office and administrative support as needed.

Qualifications

• 3–7 years of experience in an Administrative Assistant, Sales Support, Executive Assistant, customer service, or related business support role.
• Strong organizational and time management skills with exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and shift comfortably between leadership support and fast-moving sales requests.
• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook, Word) and Google Workspace; experience with CRM systems preferred.
• Comfort working with forms, spreadsheets, customer documents, and administrative processes that require accuracy and speed.
• Enjoys using AI tools and other technology to improve efficiency, organization, and quality of work.
• Excellent written and verbal communication skills, with a proactive and service-oriented mindset.
• Ability to prepare, pack, and ship product samples, sales materials, and other boxes as needed, including lifting and moving packages up to 30 pounds on a regular basis
• Positive, team-oriented attitude with professionalism, discretion, and the ability to work independently.

PetWise is an Equal Opportunity Employer. We are committed to providing a professional work environment free from discrimination, harassment, and retaliation.

We provide equal employment opportunities to all employees and applicants without regard to:

Identity & Background: Race (including natural hairstyles and textures), color, religion (including religious dress and grooming), national origin, ancestry, and citizenship status.

Gender & Orientation: Sex, gender, gender identity, gender expression, sexual orientation, and reproductive health decision-making.

Health & Ability: Physical or mental disability, medical condition (including cancer or genetic characteristics), genetic information, and pregnancy or related conditions (including childbirth and breastfeeding).

Life Status: Age (40 and over), marital status, military or veteran status, and use of cannabis.

Hiring & Fair Chance: Decisions are based solely on qualifications, merit, and business needs. In accordance with the California Fair Chance Act, we will consider qualified applicants with arrest and conviction records for employment