Executive Assistant

We are seeking a highly capable Executive Assistant to support a US-based executive leading multiple business functions, including Operations, Sales, Product Development, Marketing, and Logistics. In this role, the successful candidate will serve as a trusted extension of the executive's office, helping manage priorities, streamline information flow, drive follow-through, and ensure critical initiatives stay on track. The ideal candidate is exceptionally organized, commercially aware, and proactive.

Job Description

Executive Information and Administrative Management

• Triage the executive's inbox, clearing routine and notification emails (banking, HR/payroll, system alerts, SaaS notifications) so only items genuinely needing attention get through.
• Progressively take on more direct filtering and filing as familiarity with the business builds.
• Filter routine communications and escalate only critical matters.
• Categorize emails by urgency, significance, and required action.
• Manage calendar scheduling and coordination.
• Assist with travel planning and document preparations.
• Support process documentation and SOP management.
• Create structured daily executive briefings highlighting decisions, risks, opportunities, and priorities. The goal is to provide clarity and actionable insight rather than forwarding individual emails.

Freight and Logistics Monitoring

• Monitor shipment, freight schedule, and customs activity across all carriers and brokers.
• Track and flag exceptions, delays, or documentation issues as they arise.
• Coordinate directly with suppliers, freight partners, and internal teams to help resolve flagged issues.

Data Entry & Research Projects

• Own data entry and record-update projects in NetSuite and other business systems, starting with an HTS code and duty rate update project.
• Conduct ad hoc research projects as they arise.

The Ideal Candidate

• Highly proactive and solutions-oriented
• Exceptionally organized and detail-focused
• Able to work independently with minimal supervision
• A strong communicator with excellent business writing skills
• Comfortable handling sensitive and confidential information
• Analytical, resourceful, and commercially aware
• Calm under pressure and capable of managing competing priorities
• Relentless in follow-through and accountability
• Most importantly, you know how to distinguish between information and insight

What Success Looks Like

• The executive feels genuinely in the know without being pulled into every thread.
• Deliver concise, high-quality daily executive briefings.
• A daily digest that consistently separates decisions, FYIs, exceptions, and logistics statuses.
• Create visibility across projects, priorities, and business initiatives.
• Freight and logistics exceptions are caught and flagged before they become problems.
• Growing ownership of inbox filtering and filing as trust is established.
• Significantly reduce administrative burden on the executive.
• Become a trusted business partner and key contributor to executive effectiveness.

Qualifications

• Bachelor's degree in Business, Commerce, Operations, Supply Chain, Communications, or a related field.
• Minimum 3 years' experience supporting senior leaders, founders, CEOs, managing directors, or executive teams.
• Experience working with international clients, multinational organizations, or global teams.
• Strong proficiency in Microsoft 365 (Outlook, Excel, Teams, Word, PowerPoint, and SharePoint).
• Experience with ERP systems such as NetSuite, SAP, Oracle, or similar platforms.
• Experience with PM tools (Microsoft Planner, Asana, ClickUp, Monday.com, Trello).
• Proven experience coordinating projects, managing workflows, and tracking business initiatives.
• Exceptional written and verbal communication skills.

Preferred Experience

• Direct support of a CEO, Founder, President, or Managing Director.
• Experience supporting US-based executives or organizations.
• Exposure to logistics, manufacturing, distribution, supply chain, or operations environments.
• Experience creating executive reports, dashboards, and management updates.
• Advanced Excel and business reporting skills.

We are seeking a top-tier professional who can think critically, communicate effectively, execute relentlessly, and operate as a trusted extension of a senior executive's office. If that describes you, we invite you to apply.