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 fit