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We’re looking for an Executive Assistant Operations Lead to build, run, and continuously elevate a high-performing EA function that supports senior leaders and demanding clients. He/she will sit at the intersection of operations, people, and client delivery bringing structure where there’s ambiguity, and excellence where there’s expectation. If you’re the kind of person who brings order to chaos and raises the standard wherever you go, this role is calling your name. Apply, or share this with someone who truly belongs in this role.

Job Description

EA Training & Development

• Lead onboarding and training of Executive Assistants to ensure strong, consistent foundations
• Develop practical playbooks, SOPs, and training materials
• Assess readiness and support smooth transition into live client environments
• Continuously improve training based on real delivery insights

Operations & Program Management

• Oversee day-to-day performance and delivery of EAs
• Track output, identify gaps, and implement improvements quickly
• Standardize tools, workflows, and best practices across the team
• Bring structure and clarity to a fast-moving environment

Client Engagement & Delivery Support

• Support client onboarding to ensure seamless EA integration
• Join client calls where needed to maintain alignment and quality
• Act as a point of escalation for operational or service-related issues
• Work closely with internal teams to ensure strong client satisfaction

Team Leadership

• Mentor and guide EAs to maintain high standards of professionalism
• Support performance management and continuous development
• Contribute to hiring and building a strong EA bench

Qualifications

What We’re Looking For

• Bachelor’s degree in a relevant field (Business, HR, Communications, Project Management, or similar)
• 5+ years’ experience supporting senior executives, with exposure to high-performance environments
• Proven ability to lead, mentor, or coordinate a team
• Strong organizational and project management skills with attention to detail
• Confidence working with international clients and remote teams
• Excellent written and verbal communication skills

What Will Set You Apart

• Experience building or improving processes, SOPs, or operational systems
• Relevant certifications (e.g., PMP, PRINCE2, CAP, or similar)
• Exposure to global organizations or distributed teams
• Training or experience in leadership, coaching, or team development

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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.