Executive Administrator

Executive Administrator About the Role At A Customs Brokerage, we prioritize innovation, collaboration, and excellence in all we do. As a leading customs house broker and freight forwarding company, we are dedicated to empowering our team members to reach their full potential while making a meaningful impact. Our core values guide our decisions, ensuring we maintain integrity and deliver passionate, committed concierge service. If our values resonate with you, we invite you to apply and join our family! We are seeking a highly organized, proactive, and professional Executive Administrator to serve as a strategic execution partner to our executive leadership team. This role goes beyond traditional administrative support and serves as a strategic partner who leverages technology, automation, and AI-powered tools to improve executive productivity, streamline workflows, and enhance decision-making. In addition to providing high-level administrative support, this role is responsible for protecting executive focus, improving decision flow, driving follow-through, and creating leverage so leaders can remain focused on the work that has the greatest impact. This role is ideal for an experienced executive support professional who thrives in a fast-paced environment, exercises sound judgment, uses technology intelligently, and can manage multiple priorities with discretion and efficiency. What You'll Do Executive Support Provide high-level administrative support to members of the leadership team. Manage a complex and dynamic calendar, scheduling meetings, appointments, and executive commitments. Coordinate travel arrangements, itineraries, and travel-related materials. Prepare expense reports, correspondence, presentations, and other executive documents. Track key action items, initiatives, and follow-up activities across the executive team. Monitor and manage incoming communications, prioritizing issues that require executive attention. Anticipate needs and proactively address challenges before they arise. Strategic Executive Partnership Protect executive focus and time by actively filtering meetings, communications, requests, and competing demands based on strategic priorities. Exercise independent judgment and decision-making authority within defined parameters, resolving routine matters without unnecessary executive involvement. Serve as an accountability and execution partner by tracking commitments, decisions, priorities, deadlines, and deliverables through completion. Identify bottlenecks, risks, and stalled initiatives and proactively coordinate resolution before executive intervention becomes necessary. Prepare strategic pre-briefs for key meetings, including relevant context, objectives, outstanding issues, decisions required, and recommended next actions. Identify delegation opportunities and work that should be removed from executive leadership so leaders remain focused on their highest-value priorities. Build and document repeatable systems, workflows, SOPs, and coverage plans that create operational continuity and reduce single points of failure. Use AI and automation tools effectively for research, summarization, drafting, meeting preparation, information synthesis, workflow automation, and executive decision support while applying appropriate human judgment and discretion. Communication & Relationship Management Act as a liaison between executive leadership, employees, clients, vendors, and government agencies. Facilitate effective communication across departments and with external stakeholders. Build and maintain relationships that support organizational success. Support executive communications and follow-up on strategic initiatives. Project & Meeting Coordination Coordinate executive and leadership meetings, including agenda preparation, meeting logistics, note-taking, and action item tracking. Conduct research and gather information to support presentations, reporting, and executive decision-making. Assist with speci…

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