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.
Key Responsibilities
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.
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.
- 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.
What Success Looks Like
- The executive feels genuinely in the know without being pulled into every thread by delivering concise, high-quality daily executive briefings.
- A daily digest that consistently separates decisions, FYIs, exceptions, and logistics statuses.
- Improved 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 reduced administrative burden on the executive.
- Becoming a trusted business partner and key contributor to executive effectiveness.
Qualifications and Experience
- Bachelor's degree in Business, Commerce, Operations, Supply Chain, Communications, or a related field.
- Minimum of 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 Project Management 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.
