Executive Assistant

Role Overview

As an Executive Assistant and Business Operations Coordinator, you will help a senior leader stay focused on decisions and priorities by managing information flow, preparing concise briefings, and coordinating schedules and travel. You will also monitor freight activity and support business-system data projects, helping the wider team spot operational issues early and keep important work moving.

Key Responsibilities

• Review and organize the executive’s inbox, filtering routine messages and alerts while identifying items that need a decision, urgent action, or escalation.
• Build a daily briefing that separates decisions, key updates, risks, opportunities, and logistics exceptions instead of simply forwarding email threads.
• Coordinate calendar commitments, travel arrangements, and related documentation.
• Maintain process documentation and standard operating procedures, and help improve visibility across projects and business priorities.
• Monitor shipment schedules and customs activity across carriers and brokers; identify delays, exceptions, and paperwork issues, then coordinate with suppliers, logistics partners, and internal teams to address them.
• Update records in NetSuite and other business platforms, beginning with a project to review and update HTS codes and duty rates.
• Carry out ad hoc research and project-coordination tasks, tracking actions and following through to completion.
• As familiarity and trust grow, take greater ownership of inbox filtering and filing while handling confidential information with care.

Requirements & Qualifications

• Bachelor’s degree in business, commerce, operations, supply chain, communications, or a related discipline.
• At least three years of experience supporting senior leaders, founders, CEOs, managing directors, or executive teams.
• Experience working with international clients, multinational organizations, or globally distributed teams.
• Strong working knowledge of Microsoft 365, including Outlook, Excel, Teams, Word, PowerPoint, and SharePoint.
• Experience using an ERP platform such as NetSuite, SAP, Oracle, or an equivalent system.
• Experience with project-management tools such as Microsoft Planner, Asana, ClickUp, Monday.com, or Trello.
• Demonstrated ability to coordinate projects, manage workflows, and track business initiatives.
• Excellent written and verbal communication, strong organizational skills, sound judgment, and meticulous attention to detail.
• Ability to work independently, manage competing demands calmly, protect sensitive information, and follow through reliably.
• Commercial awareness and analytical judgment, including the ability to distinguish important insight from routine information.

What We Offer / Why Join

This role offers the opportunity to become a trusted partner to an executive and contribute across administration, logistics, and business operations. Success means giving the executive a clear view of decisions and priorities without drawing them into every communication, while surfacing freight issues early and reducing day-to-day administrative load.

Experience directly supporting a CEO, founder, president, or managing director; working with US-based executives or organizations; or operating in logistics, manufacturing, distribution, supply chain, or operations is preferred. Experience preparing executive reports, dashboards, or management updates—and advanced Excel and business-reporting skills—would also be valuable.