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, Click up, 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.