Executive Assistant

Executive Assistant (Operations, Marketing, and Supplier Management)

Role Overview

The Executive Assistant will provide comprehensive support across business operations, supplier relationships, inventory and pricing management, client communications, and digital marketing. This hybrid role is essential for streamlining processes, enhancing brand presence, and enabling company growth in the natural stone import and distribution industry.

Key Responsibilities

Inventory & Pricing Management:

Track and update inventory of slabs (marble, granite, quartz, tiles etc.) and maintain organized digital photo libraries for all stock.

Monitor shipments and deliveries, flag missing/damaged products, and reconcile inventory discrepancies.

Maintain accurate and up-to-date pricing sheets, reflecting new supplier quotes and market changes.

Prepare detailed, professional client quotes derived from current inventory and cost analysis.

Supplier Relations & Communication:

Liaise daily with international suppliers in India, Brazil etc to negotiate terms, track orders, and resolve any issues.

Coordinate restocking efforts, document supplier performance, and proactively schedule follow-ups for outstanding shipments.

Organize supplier documents, contracts, and communications for easy access and review.

Client Communications & Administrative Support:

Draft and send outbound client proposals and quotes, maintaining a record of correspondence and ensuring prompt follow-up.

Respond to all client emails and inquiries professionally, scheduling meetings and preparing agendas for both internal and external calls.

Manage executive calendars, book travel, and prepare expense reports.

Take minutes during meetings, track action items, and follow up on completion.

Social Media Marketing:

Develop and maintain posting calendars for Instagram, Facebook, and LinkedIn, optimizing visuals and copy to showcase inventory, projects, and supplier updates.

Organize and curate asset libraries of product photos and supplier media, collaborating on marketing campaigns and influencer partnerships.

Respond to DM inquiries, engage followers, and monitor platform analytics, proposing strategies for increased engagement and brand reach.

Prepare periodic analytics reports with actionable insights to guide content and audience growth.

Advanced Excel Modeling & Data Analysis:

Build and update dynamic Excel models for inventory tracking, pricing strategies, margin analysis, and sales forecasting.

Maintain KPI dashboards, enabling real-time visibility into inventory, supplier performance, and business health.

Consolidate cost breakdowns and supplier comparisons using advanced functions (PivotTables, Power Query, Macros, VLOOKUP, etc.), supporting management decision-making.

Qualifications

Minimum 2 years experience in an executive assistant, operations, or supply chain role (stone/building materials or import industry experience preferred).

Demonstrated expertise in managing social media channels for business, preferably within B2B or luxury sectors.

High proficiency in Microsoft Excel (advanced functions, automation; Power BI a plus).

Skilled in organizing photos and digital assets; familiarity with cloud storage, Canva, or Adobe.

Excellent written and verbal communication skills; detail-oriented and able to multitask across several operational areas.

• Experience working directly with international suppliers and clients is a strong asset.

About Opaline Surfaces Inc.:

Opaline Surfaces Inc. has a team of 80+ quarries around the world to connect wholesalers and importers with premium-quality natural stone slabsincluding marble, granite, quartzite, and engineered quartz. With our own manufacturing units across - India, Vietnam, Brazil and middle east we leverage a robust global supply of natural stone slabs, porcelain tiles as well as engineered quartz.

Our focus is on providing stone slabs carefully selected international suppliers, ensuring consistency, competitive pricing, and reliable supply to our B2B partners in Canada, United States, Australia and New Zealand.

Our growing inventory and strong supplier relationships enable us to offer hundreds of unique stone varieties suitable for commercial and residential projects, all backed by deep industry expertise and a steadfast dedication to our customers growth.

With Opaline Surfaces Inc., you get a business partner passionate about quality craftsmanship, innovative logistics, and long-term relationships that extend well beyond the sale. Reach out to discover how we can help you achieve your project goals and expand your portfolio with world-class stone materials.