Executive Admin Assistant

Executive Administrative Assistant

Location:RemoteType:Full-TimeSchedule:Monday–Friday, aligned with Eastern Standard Time (EST) business hoursCompensation: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 OfficeExcel / Google SheetsCalendar management toolsEmail and communication platforms
* 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