Executive Assistant

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.