Executive Assistant to the Director of Sales

## Executive Assistant to the Director of Sales A leading international and domestic freight forwarder and third-party logistics (3PL) provider with 45 years in business is hiring an Executive Assistant to support its Director of Sales. The company moves freight for customers in the electric vehicle, automotive, and government / military sectors and competes on responsive, hands-on service. 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 ### The seat - Location: To be confirmed (on-site, hybrid, or remote) - Compensation: To be confirmed - Full-time, W-2 direct hire - Reports to the Director of Sales