Sales & Executive Support Coordinator

Sales & Executive Support Coordinator

Location: Remote

Team: Total Commerce

Employment Type: Full-Time

About Total Commerce

Total Commerce is an ecommerce agency that helps brands grow through Shopify, ecommerce strategy, development, retention, optimization, and ongoing support.

We are a small, fast-moving team and are looking for a sharp, highly organized person to work closely with company leadership across sales, business development, marketing, and day-to-day administrative priorities.

The Role

We are looking for a Sales & Executive Support Coordinator who is exceptionally organized, quick, resourceful, and comfortable juggling a number of small but important priorities at once.

This is a junior-to-mid-level support role, not a senior operations or project management position.

A large part of the job is helping company leadership stay organized and move quickly: maintaining prospect lists, preparing outreach drafts, researching companies and contacts, tracking follow-ups, organizing information, updating systems, and making sure things that need to happen actually happen.

The right person does not need extensive ecommerce, logistics, finance, or agency operations experience.

We care much more about finding someone who is:

•     Extremely organized
•     Fast and responsive
•     Detail-oriented
•     An excellent communicator
•     Comfortable with technology
•     Resourceful and proactive
•     Able to follow instructions carefully
•     Good at anticipating the next step

You should enjoy being the person who keeps things organized behind the scenes.

What You'll Do

Sales & Business Development Support

•     Maintain prospect, lead, client, and outreach lists.
•     Keep track of who has been contacted, who needs a follow-up, and what the next step should be.
•     Prepare sales and follow-up email drafts for leadership.
•     Use AI tools, templates, and company information to help create polished first drafts.
•     Research prospective companies, contacts, industries, and partnership opportunities.
•     Update CRM records, notes, stages, and follow-up dates.
•     Organize leads and opportunities so nothing gets lost.
•     Help prepare basic sales materials, proposals, meeting notes, and follow-up information.
•     Remind leadership when important follow-ups need attention.

Executive & Administrative Support

•     Work directly with company leadership on day-to-day organizational needs.
•     Maintain running lists of priorities, follow-ups, and open items.
•     Help organize documents, spreadsheets, notes, and shared folders.
•     Prepare simple summaries and organize information before meetings.
•     Assist with scheduling, research, coordination, and miscellaneous administrative tasks.
•     Follow up internally when information or action is needed from another team member.
•     Turn rough instructions, notes, or ideas into organized documents, lists, or action items.
•     Help keep leadership organized across multiple ongoing conversations and initiatives.

Marketing & Outreach Support

•     Help coordinate newsletters, case studies, outbound campaigns, events, gifting, and other business development initiatives.
•     Maintain outreach and invitation lists.
•     Research prospects or companies for targeted campaigns.
•     Help organize email drafts, campaign assets, timelines, and follow-ups.
•     Assist with event planning and coordination when needed.
•     Make sure marketing and business development tasks continue moving forward.

Systems & Organization

•     Keep information accurate and organized across tools such as Google Workspace, Front, Asana, and our CRM.
•     Help clean up lists, databases, files, and internal records.
•     Build and maintain simple spreadsheets and trackers.
•     Learn new software quickly and help leadership use systems consistently.
•     Look for simple ways AI or technology can make repetitive administrative work faster.

What We're Looking For

•     Approximately 1-3 years of professional experience in an administrative, sales support, executive support, coordinator, client support, or similar role.
•     Excellent written and spoken English.
•     Strong attention to detail.
•     Extremely organized and dependable.
•     Fast learner who is comfortable receiving a task and figuring out how to move it forward.
•     Strong written communication skills and good judgment around tone.
•     Comfortable working in spreadsheets and organizing data.
•     Confident researching information online.
•     Comfortable using ChatGPT or other AI tools.
•     Strong follow-through - you remember the follow-up and make sure it happens.
•     Comfortable working directly with founders and senior leadership.
•     Able to move quickly and handle changing priorities without becoming overwhelmed.
•     Willing to ask questions when necessary, but also capable of independently figuring out straightforward tasks.

You May Be a Great Fit If...

•     You are the person in your current role who always remembers what everyone else forgot.
•     You like keeping lists, organizing information, and checking things off.
•     You are quick with email and written communication.
•     You can research something unfamiliar and come back with a clear answer.
•     You are naturally responsive and don't like leaving open items sitting around.
•     You enjoy supporting a fast-moving executive or sales team.
•     You are comfortable doing many small tasks exceptionally well.
•     You take pride in making someone else's day more organized and efficient.

This Role Is Probably Not the Right Fit If...

•     You are looking to manage a large team or department.
•     Your background is primarily logistics, supply chain, warehouse operations, or project management.
•     You are looking for a senior operations or strategy position.
•     You prefer highly structured work where every task is assigned well in advance.
•     You dislike administrative work or following up on small details.
•     You need every task to come with a detailed step-by-step process.

Nice to Have

•     Previous experience supporting a founder, executive, sales team, or business development team.
•     Experience with a CRM.
•     Experience drafting professional emails.
•     Familiarity with Google Workspace, Asana, Front, or similar tools.
•     Basic familiarity with ecommerce or Shopify.

Ecommerce experience is helpful but not required.

What Success Looks Like

Someone succeeding in this role will quickly become a trusted extension of leadership.

Sales leads are organized. Follow-ups happen on time. Email drafts are ready when needed. Research is completed quickly. Lists and systems stay clean. Important details do not get forgotten.

Most importantly, leadership should be able to hand you something with a relatively short explanation and feel confident that you will organize it, move it forward, and close the loop.