Executive Assistant

Executive Assistant

The 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 Responsibilities

Calendar and Meetings:

• Organize and manage the Director's schedule, protecting time for client work and travel
• Schedule internal and client meetings, coordinating across time zones
• Take clear notes in meetings and circulate them promptly
• Send meeting follow-ups that confirm decisions, owners and due dates
• Track action items and push owners until each one is complete

Email and File Management:

• Organize the Director's inbox and keep it at a manageable level
• Set up and maintain filters and rules so priority client email surfaces first
• Organize digital folders, Google Docs and the shared drive with a consistent naming structure
• Build and maintain a master folder of frequently requested documents, including W-9s, powers of attorney (POAs), bank information and other onboarding paperwork

International Operations Support:

• Drive fast turnaround on international freight quotes, coordinating with operations and carriers
• Monitor international shipments and provide tracking updates to the Director and clients
• Build and update customer rate sheets

Reporting and Presentations:

• Prepare and submit expense reports accurately and on time
• Create PowerPoint presentations for client meetings, pitches and internal reviews
• Build and maintain Excel spreadsheets for pricing, pipeline and reporting

Research:

• Research current and prospective clients ahead of meetings and pitches
• Research 4PL providers and potential partners, summarizing capabilities and fit

Qualifications

Required:

• 2+ years as an executive assistant, sales coordinator or similar support role
• Advanced skills in Microsoft Outlook, Excel and PowerPoint
• Working knowledge of Google Workspace (Docs, Sheets, Drive)
• Experience managing a busy executive's calendar and inbox

Preferred:

• Experience in freight forwarding, 3PL, logistics or supply chain
• Familiarity with international shipping terms, quoting and shipment tracking
• Exposure to CRM systems and sales reporting
• Associate's or bachelor's degree in business, logistics or a related field

Skills and Attributes

• Highly organized, with strong attention to detail
• Proactive: anticipates needs and follows up without being asked
• Comfortable holding colleagues accountable for deadlines
• Clear, professional written and verbal communication
• Discreet with confidential financial, legal and client information
• Able to juggle shifting priorities in a fast-paced sales environment

What Success Looks Like

• The Director's calendar, inbox and files are organized and current every day
• International quotes go out quickly and clients get timely tracking updates
• Every meeting has notes and a follow-up, and action items close on schedule
• Expense reports are submitted on time with no rework
• The Director walks into every client meeting with research and materials ready

Compensation:

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:

• 401K
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person