Personal Assistant to Import & Export Manager

Job Description

We are seeking a detail-oriented and organized Personal Assistant to support our Import & Export Manager in Kissimmoe, United States. In this role, you will provide comprehensive administrative support to ensure smooth operations and efficient management of import and export activities. The ideal candidate will be professional, proactive, and capable of managing multiple priorities while maintaining exceptional organizational standards.

• Manage the Import & Export Manager's calendar, schedule meetings, and coordinate appointments with internal and external stakeholders
• Prepare, organize, and maintain documentation related to import/export transactions, including contracts, invoices, and shipping records
• Draft and proofread correspondence, reports, and presentations on behalf of the manager
• Coverage with logistics partners, customs brokers, and shipping companies to facilitate smooth operations
• Perform data entry and maintain accurate records in company databases and tracking systems
• Screens and prioritizes incoming calls, emails, and requests to ensure timely responses
• Aid in the preparation of import/export documentation and ensure compliance with regulatory requirements
• Support the manager in preparing for meetings, conferences, and industry events
• Manage office supplies and coordinate with vendors as needed
• Perform general administrative tasks including filing, copying, and organizing materials
• Act as a point of contact for routine inquiries and provide professional customer service

Qualifications

• 2-3 years of professional administrative support experience
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills
• Strong organizational and time management abilities
• Demonstrated ability to multitask and prioritize competing demands
• Exceptional attention to detail and accuracy
• Professional demeanor and ability to maintain confidentiality
• Experience supporting managers or executives (preferred)
• Familiarity with import/export operations and terminology (preferred)
• Knowledge of customs documentation and logistics processes (preferred)
• Experience in the import/export or logistics industry (preferred)
• Ability to work independently and as part of a team