Personal Assistant to Import & Export Manager

Responsibilities

• Manage the Import & Export Manager's calendar, schedule meetings, and coordinate appointments
• Prepare, organize, and maintain documentation related to import/export transactions, including contracts, invoices, and shipping records
• Draft and proofread correspondence, reports, and presentations
• Coordinate with logistics partners, customs brokers, and shipping companies
• Perform data entry and maintain accurate records in company databases
• Screen and prioritize incoming calls, emails, and requests
• Assist with the preparation of import/export documentation and ensure regulatory compliance
• Support the manager in preparing for meetings, conferences, and industry events
• Manage office supplies and coordinate with vendors
• Perform general administrative tasks including filing and organizing materials
• Serve as a point of contact for routine inquiries

Requirements

• 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

Preferred Qualifications

• Experience supporting managers or executives
• Familiarity with import/export operations and terminology
• Knowledge of customs documentation and logistics processes
• Experience in the import/export or logistics industry