Bilingual Executive Assistant

Cool Elephants; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Cool Elephants LLC in Plainview, NY is seeking an Executive Assistant to support fast-paced operations in a growing import/distribution business.

You will manage daily order processing, coordinate overseas shipments, and liaise with warehouse teams to ensure timely delivery. Strong Excel skills and polished written English are essential; the role requires on-site presence and a willingness to take on increasing responsibilities.

Qualifications

• Strong Excel proficiency and professional written English.
• Detail-oriented with proactive mindset.
• Ability to communicate with internal teams and suppliers.

Responsibilities

• Order Routing & Logistics: Manage daily order processing, shipment tracking, routing protocols for major accounts.
• Overseas & Trucking Coordination: Liaise with international suppliers, local trucking firms, and dispatch teams.
• Warehouse Liaison: Serve as link between office and warehouse operations, light inventory tasks and physical handling.
• Vendor & Executive Communications: Draft professional correspondence and support executive leadership with follow-ups.

Skills

Attention to detail

Self-starter

Problem-solving

Strong communication

Tools

Microsoft Excel

Job description

Job Description

Job Description

** Job Title:** Executive Assistant

** Location:** Plainview, NY 11803 (On-Site)

** Job Type:** Full-Time

** Starting Salary:** $40,000 – $60,000/year (Commensurate with experience; performance review & salary renegotiation after 3-month probation)

** Schedule:** Monday – Friday, 8:00 AM – 4:30 PM (Occasional overtime/weekend hours during peak shipments)

** About Cool Elephants LLC:**

Cool Elephants LLC is a rapidly expanding food, beverage, and consumer goods importer and distributor based in Plainview, Long Island. We partner with major national retailers (such as TJ Maxx) and international vendors to bring high-quality products to market. As our team grows, we are looking for a proactive, highly organized "Number 3" operational leader to join our core office team, manage order flows, and help drive our business forward.

** Key Responsibilities:**

• ** Order Routing & Logistics:** Manage daily order processing, shipment tracking, and routing protocols for major retail accounts.
• ** Overseas & Trucking Coordination:** Liaise between international suppliers, local trucking companies, and internal dispatch teams.
• ** Warehouse Liaison:** Serve as the direct link between the main office and warehouse operations (includes light inventory management and occasional physical box handling/lifting).
• ** Vendor & Executive Communications:** Draft professional correspondence, assist executive leadership with daily follow-ups, and ensure supplier inquiries are handled promptly.

** Qualifications:**

• ** Technical Skills:** Strong proficiency in Microsoft Excel (data tracking, order logs) and professional written English.
• ** Soft Skills:** Self-starter mindset, sharp attention to detail, strong problem-solving skills, and a desire to grow into a long‑term operational leadership role.
• ** Physical & Commute Requirements:** Ability to commute on‑site daily to Plainview, NY, and comfortably perform light warehouse duties (lifting/bending up to 25–30 lbs).
• ** Preferred (Bonus):** Bilingual in English and Mandarin/Chinese (helpful for coordinating directly with overseas supply partners).