Executive Assistant at Salix Data

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.