Executive Assistant for Sales Engineer at Manufacturing Company

About Us We are a Connecticut-based precision manufacturing company that builds ultrasonic welding, heat staking, and heat sealing equipment for the medical device, automotive, and aerospace industries. Our Sales Engineer manages 50+ active customer accounts and handles roughly 80-100 emails per day. He needs help. What You Will Do You will be the organizational backbone behind our sales operation. The core of this role is keeping our Sales Engineer focused on technical conversations and closing deals by handling everything around them. Email Management Monitor and triage the Sales Engineer's inbox daily, categorizing emails by priority Send acknowledgment replies to new customer inquiries on his behalf Filter out noise (LinkedIn notifications, spam, system alerts, calendar responses) File emails into the correct CRM deal records Flag anything urgent so it gets handled immediately Follow-Ups & Tracking Maintain a running log of all open quotes (we send 60-80 per month) with dates, amounts, and status Send quote follow-up emails at regular intervals using approved templates Track outstanding document requests (we frequently need CAD files, drawings, and sample parts from customers) and chase them down Track open orders from PO receipt through shipping, and proactively update customers on status Document & File Coordination Follow up with customers to collect CAD files (STEP, SolidWorks), part drawings, photos, and RGA forms Organize incoming files into the appropriate CRM record or shared drive folder Coordinate sample part shipments between customers and our engineering team Verify incoming purchase orders match the quoted pricing and scope before forwarding for processing CRM & Reporting Keep CRM deal records updated with current stage, contact information, and notes after every customer interaction Create new contact/company records for inbound inquiries Generate a simple weekly report: open quotes, deals by stage, follow-ups due, orders in progress Scheduling Coordinate customer visits and calls using our scheduling tools Send calendar invites and meeting confirmations What You Need Required: 2+ years experience as an executive assistant, sales coordinator, or virtual assistant supporting a sales team Excellent written English for professional customer-facing emails (you will be writing directly to US-based engineers and procurement managers on behalf of our Sales Engineer) Highly organized with a system for tracking multiple open items without dropping anything Experience with a CRM system (we currently use NetSuite CRM and have HubSpot available but are open to other solutions if you have a system that works better) Comfortable with Microsoft Outlook, Excel, and Teams Available during EST business hours (8 AM - 5 PM ET). We welcome candidates based in the Philippines who are comfortable working a US Eastern time zone schedule. Proactive: you follow up without being asked, you flag problems before they become emergencies Preferred: Experience supporting a sales team in manufacturing, industrial, or B2B capital equipment Familiarity with sales documents: purchase orders, quotations, packing lists, RGA forms NetSuite experience (CRM or ERP) Experience with file types like STEP, SolidWorks, or engineering drawings (you do not need to read them, just recognize and organize them) Experience with any project management or tracking tool (Monday, Asana, Trello, etc.) What You Do NOT Need Technical engineering knowledge (you will learn our terminology quickly) Sales experience (you are not selling, you are supporting the person who does) To be local (this is fully remote) Tools You Will Use email address provided, along with delegated access to the Sales Engineer's inbox NetSuite CRM for customer records, sales orders, and deal tracking Microsoft Outlook for email management Microsoft Teams for internal communication Microsoft Excel for tracking logs and reports HubSpot (available but not fully implemented yet, may be adopted during your tenure) Why This Role Matters Our Sales Engineer currently spends 2-3 hours per day on email routing, follow-ups, file chasing, and administrative tasks that pull him away from technical customer conversations and closing deals. In the last 6 months, he manually forwarded over 1,300 emails, sent 134 quote follow-ups, and coordinated 375+ scheduling exchanges. You will own all of that so he can focus on what only he can do.