Executive Administrative Assistant

Location: Remote
Type: Full-Time
Schedule: Monday–Friday, aligned with Eastern Standard Time (EST) business hours
Compensation: Depending on experience and location

About the Company

Our company is a growing international logistics and shipping organization focused on providing reliable freight and transportation solutions between the United States and West Africa. With decades of industry experience and an expanding operational footprint, we are building a highly organized and customer-focused support team to help streamline internal operations and improve the client experience.

We are seeking a proactive, highly organized, and detail-oriented Executive Administrative Assistant to support leadership with day-to-day administrative coordination, operational support, scheduling, and communication management.

This is an excellent opportunity for someone who thrives in a fast-paced logistics environment and wants to become a long-term strategic support partner within the business.

The Opportunity

This role goes far beyond basic admin support.

You will serve as a key operational extension of leadership, helping maintain organization across scheduling, customer communication, documentation, internal coordination, and logistics-related administrative tasks.

The ideal candidate is:

Exceptionally organized
Responsive and dependable
Comfortable managing multiple priorities simultaneously
Strong in written and verbal English communication
Able to work independently with minimal oversight
Tech-savvy and process-oriented

Experience supporting executives, logistics companies, freight forwarding teams, transportation operations, or customer service environments is highly preferred.

Key Responsibilities

Executive & Administrative Support

Manage calendars, appointments, and scheduling coordination
Organize meetings and prepare follow-up notes/action items
Assist leadership with inbox management and communication follow-through
Coordinate travel arrangements and meeting logistics when needed
Maintain internal documentation, SOPs, and operational records
Assist with invoicing, billing coordination, and vendor communication

Logistics & Operations Support

Help coordinate shipping documentation and operational workflows
Communicate with clients regarding shipment updates and scheduling
Track operational tasks and ensure deadlines are met
Maintain accurate records across spreadsheets, systems, and internal trackers
Support customer service inquiries and escalation coordination
Assist with dispatching, routing coordination, and shipment administration when needed

Communication & Coordination

Serve as a reliable point of contact between leadership, customers, and vendors
Follow up proactively on outstanding items and operational tasks
Escalate issues quickly and communicate solutions clearly
Help improve internal organization and administrative processes

Qualifications

Required

2+ years of Executive Assistant, Administrative Assistant, Operations Assistant, or Logistics Coordinator experience
Strong English communication skills (written and verbal)
High attention to detail and organizational ability
Ability to multitask and prioritize effectively
Comfortable working in a fast-moving environment
Strong sense of ownership and accountability
Proficiency with:
- Google Workspace or Microsoft Office
- Excel / Google Sheets
- Calendar management tools
- Email and communication platforms

Preferred

Experience in logistics, freight forwarding, transportation, shipping, or supply chain operations
Customer service or dispatch coordination experience
Experience supporting business owners or executives directly
Familiarity with CRM systems or logistics software
Experience working remotely with U.S.-based companies

What Success Looks Like

Leadership remains organized and operationally efficient
Customer communication is timely and professional
Administrative tasks are completed accurately and proactively
Internal processes become more streamlined over time
The assistant becomes a trusted long-term operational partner

Ideal Candidate Traits

Highly responsive and dependable
Process-driven and organized
Calm under pressure
Naturally proactive
Strong follow-through
Comfortable wearing multiple hats
Interested in growing long-term within the company

Hiring Process

Initial Somewhere recruiter interview
Client interview(s)
Skills and communication evaluation
Reference checks
Final offer decision

Benefits of the Role

Long-term remote opportunity
Direct exposure to company leadership
Growth potential into operations or management responsibilities
Stable full-time EST schedule
Collaborative and entrepreneurial work environment

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