Executive Assistant

Executive AssistantThe Executive Assistant keeps the Director of Sales organized, prepared and focused on selling. You will own the Director's calendar, inbox and files, run the administrative side of international quoting and tracking, and turn meetings into completed action items. This is a hybrid executive-assistant and sales-support role.

You will also build rate sheets, presentations and spreadsheets, and research prospective clients and 4PL partners.Key ResponsibilitiesCalendar and Meetings:Organize and manage the Director's schedule, protecting time for client work and travelSchedule internal and client meetings, coordinating across time zonesTake clear notes in meetings and circulate them promptlySend meeting follow-ups that confirm decisions, owners and due datesTrack action items and push owners until each one is completeEmail and File Management:Organize the Director's inbox and keep it at a manageable levelSet up and maintain filters and rules so priority client email surfaces firstOrganize digital folders, Google Docs and the shared drive with a consistent naming structureBuild and maintain a master folder of frequently requested documents, including W-9s, powers of attorney (POAs), bank information and other onboarding paperworkInternational Operations Support:Drive fast turnaround on international freight quotes, coordinating with operations and carriersMonitor international shipments and provide tracking updates to the Director and clientsBuild and update customer rate sheetsReporting and Presentations:Prepare and submit expense reports accurately and on timeCreate PowerPoint presentations for client meetings, pitches and internal reviewsBuild and maintain Excel spreadsheets for pricing, pipeline and reportingResearch:Research current and prospective clients ahead of meetings and pitchesResearch 4PL providers and potential partners, summarizing capabilities and fitQualificationsRequired:2+ years as an executive assistant, sales coordinator or similar support roleAdvanced skills in Microsoft Outlook, Excel and PowerPointWorking knowledge of Google Workspace (Docs, Sheets, Drive)Experience managing a busy executive's calendar and inboxPreferred:Experience in freight forwarding, 3PL, logistics or supply chainFamiliarity with international shipping terms, quoting and shipment trackingExposure to CRM systems and sales reportingAssociate's or bachelor's degree in business, logistics or a related fieldSkills and AttributesHighly organized, with strong attention to detailProactive: anticipates needs and follows up without being askedComfortable holding colleagues accountable for deadlinesClear, professional written and verbal communicationDiscreet with confidential financial, legal and client informationAble to juggle shifting priorities in a fast-paced sales environmentWhat Success Looks LikeThe Director's calendar, inbox and files are organized and current every dayInternational quotes go out quickly and clients get timely tracking updatesEvery meeting has notes and a follow-up, and action items close on scheduleExpense reports are submitted on time with no reworkThe Director walks into every client meeting with research and materials readyCompensation:The pay range for this role is $28 -$36 per hour. Actual compensation is based on many factors including but not limited to depth of experience, skill level, ability, knowledge, education, certifications, and specific work location. This may be different in other locations due to differences in the cost of labor.We also offer:401KDental insuranceHealth insurancePaid time offVision insuranceWork Location: In person