Executive Assistant & Sales Operations Coordinator

About Swift Recreation

Swift Recreation, LLC is a growing commercial recreation company specializing in playground equipment, shade structures, safety surfacing, site amenities, and outdoor recreation solutions. We work with schools, municipalities, architects, contractors, and communities throughout Louisiana, Arkansas, Alabama, Georgia, and Mississippi.

We are a close-knit, collaborative team that takes pride in our work, supports one another, and is passionate about creating spaces where people can play, connect, and thrive.

About the Opportunity

As our company continues to grow, we are looking for an experienced, highly organized, and proactive Executive Assistant & Sales Operations Coordinator to work directly with our owner and become an integral part of our team.

This position combines executive-level administrative support, sales coordination, customer communication, and day-to-day operational responsibilities.

Our owner manages a fast-paced business with multiple sales territories, active projects, customer relationships, and competing priorities. We need someone who can bring organization to a busy environment, independently manage responsibilities, and ensure important requests, deadlines, and follow-ups do not fall through the cracks.

The ideal candidate doesn't simply wait for instructions. They recognize what needs to happen next, take initiative, find solutions, and consistently follow through.

We are looking for someone interested in building a long-term career, learning our industry, and growing with our company.

Key Responsibilities

Executive Support & Priority Management

• Manage the owner's Outlook inbox, organize incoming communications, identify priorities, and proactively address routine matters.
• Track deadlines, open commitments, follow-ups, and outstanding decisions to keep daily operations organized.
• Draft professional emails and coordinate communication with customers, manufacturers, and internal team members.
• Anticipate upcoming needs, identify potential issues early, and recommend practical solutions.
• Provide accurate daily updates on completed work, outstanding priorities, and items requiring owner review.
• Handle confidential business information with professionalism, sound judgment, and discretion.

Sales Support & CRM Management

• Support the owner's sales activities, including customer inquiries, proposals, pricing requests, and manufacturer coordination.
• Independently manage routine replacement-part requests, from initial customer inquiry through proposal, approval, order coordination, and follow-up.
• Create and maintain accurate customer records, sales opportunities, project details, and next steps in Pipedrive CRM.
• Request and track manufacturer quotes, prepare customer proposals, and ensure timely follow-up.
• Review quotes, proposals, and supporting documents for accuracy and completeness before submitting for approval.
• Assist with bid opportunities, submission deadlines, required documentation, and sales coordination.

Administrative & Operational Coordination

• Maintain organized OneDrive project files, documentation, and internal tracking reports.
• Coordinate calendars, meeting follow-ups, and event logistics as needed.
• Collaborate with sales, project management, accounting, and administrative team members to keep work moving efficiently.
• Identify opportunities to streamline processes, reduce duplicate work, and improve organization.
• Assist with additional administrative and operational projects as business needs evolve.

Required Qualifications

• Minimum 3 years of relevant experience in executive assistance, sales support, operations coordination, project coordination, or a comparable high-responsibility role.
• Exceptional organizational skills, accuracy, and attention to detail.
• Strong written and verbal communication skills with a professional, customer-focused approach.
• Proven ability to independently manage competing priorities, meet deadlines, and follow through on commitments.
• Proficiency with Microsoft Outlook, Word, Excel, and digital collaboration tools.
• Experience using a CRM, project management platform, or comparable system to organize and track work.
• Strong problem-solving skills, sound judgment, resourcefulness, and willingness to learn.
• Ability to work independently while collaborating effectively with a team.

Preferred Qualifications

• Experience directly supporting a business owner, executive, or leadership team.
• Familiarity with Pipedrive, Microsoft 365, OneDrive, QuickBooks, or similar platforms.
• Experience in commercial sales, construction, manufacturing, distribution, warranty/parts coordination, or related industries.
• Experience preparing proposals, gathering vendor pricing, coordinating orders, or improving office procedures.

Who Thrives Here?

You may be a great fit if:

• You naturally think a few steps ahead and enjoy bringing order to a busy environment.
• You are comfortable researching unfamiliar issues, asking thoughtful questions, and finding solutions.
• You take pride in being dependable, detail-oriented, and seeing tasks through to completion.
• You can shift priorities when needed without losing track of existing deadlines and commitments.
• You enjoy learning new things, taking initiative, and making a meaningful contribution to a growing business.

Why Join Swift Recreation?

This is an opportunity to work directly with the owner of a growing company, gain exposure to multiple areas of the business, and play a meaningful role in its continued success.

We value teamwork, communication, accountability, and continuous improvement. We want to invest in someone who takes pride in their work, enjoys contributing ideas, and is interested in building a lasting professional relationship with our team.

As the company grows, there may be opportunities for expanded responsibilities and increased compensation based on individual performance and business growth.

Benefits & Perks

• 10 paid holidays per year.
• 10 paid time off (PTO) days annually, including vacation and sick leave, available after 90 days of employment.
• Hurricane-related PTO available in the event of a mandatory evacuation, per company policy.
• Monthly health insurance stipend beginning after 90 days of employment.
• Company-matched retirement program available after six months of employment, subject to plan terms.
• Flexible scheduling: Monday–Friday, eight working hours per day, with start and end times agreed upon at hiring.
• Team events and employee incentives, including company-sponsored outings such as Jazz Fest and other events throughout the year.
• Opportunities for professional development, industry training, and long-term career growth.

Training & Travel

The selected candidate will be required to attend a three-day manufacturer training program in Missouri, tentatively scheduled for Spring 2027. Exact dates will be provided once confirmed.

Previous playground-industry experience is not required. We can teach you our products, systems, and processes. What matters most is your initiative, attention to detail, communication skills, willingness to learn, and ability to take ownership of your work.

How to Apply

Please submit your resume through Indeed and complete the screening questions included with your application.

We are especially interested in candidates who can demonstrate experience independently managing priorities, coordinating projects, solving problems, and improving business processes.

Swift Recreation, LLC is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

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

Application Question(s):

• Tell us about a responsibility or recurring process you took complete ownership of in a previous role. How did you manage it independently, and what was the outcome?
• You manage a business owner’s inbox and receive several requests at once: a customer needs pricing today, a signed proposal arrives, a manufacturer needs additional information, and a sales representative needs help with tomorrow’s deadline. What would you do first, and how would you ensure nothing gets missed?
• A customer needs a replacement component but only has a photo and does not know the manufacturer or part number. Walk us through how you would manage the request from first contact through resolution.
• What systems have you used to track multiple projects, deadlines, and follow-ups? Give an example of how you kept leadership informed without requiring constant check-ins or duplicate reporting.

Experience:

• executive support, operations, or project coordination: 3 years (Required)

Work Location: In person