Executive Assistant

About Aeronet Worldwide Aeronet Worldwide is an international and domestic freight forwarder and third-party logistics (3PL) provider with 45 years in business. We move freight for customers in the electric vehicle, automotive, and government/military sectors, and we pride ourselves on responsive, hands-on service.

Role summary

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 fitQualifications

Required2+ years as an executive assistant, sales coordinator or similar support role Advanced skills in Microsoft Outlook, Excel and Power Point 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