~26d ago

Virtual Assistant - 21203

Remotemid

OtherCustomer Service AssociateVirtual AssistantAdministration & Office Support

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Quick Summary

Requirements Summary

Strong background in logistics coordination, dispatching, or last-mile courier operations. Communication: Exceptional written and spoken English, with strong confidence interacting with U.S.

Technical Tools

OtherCustomer Service AssociateVirtual AssistantAdministration & Office Support

Role: Virtual Assistant
Priority Location: South Africa, LATAM, Philippines
Working Hours: US Eastern Standard Time
Type of contract: Independent Contractor
Type of job: Remote

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience

About the Role: The Virtual Assistant provides direct executive and operational support to the Senior Vice President of a fast-growing U.S. courier company. This role acts as a strategic administrative partner, bridging high-level executive assistance with core daily operations across finance, customer service, and dispatch management.

The ideal candidate is highly proactive, exceptionally organized, and calm under pressure. You will handle sensitive executive administrative tasks, track key operational metrics, assist with client billing and accounts receivable, and step in to support real-time dispatch and customer escalations when needed. High confidence communicating with U.S.-based executive leadership, clients, and field drivers is essential.

Responsibilities

~2 min read

Executive & Administrative Support

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Provide direct administrative support to the Senior Vice President, including calendar management, email prioritization, and meeting preparation.
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Act as a gatekeeper and primary liaison between the SVP, internal operational teams, and external stakeholders.
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Prepare operational summaries, daily briefs, and documentation for executive review.
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Manage ad hoc administrative projects assigned directly by executive leadership.

Financial Support & Accounts Receivable

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Assist with basic financial operations, invoice preparation, and tracking client accounts.
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Send follow-up and collection emails for outstanding client invoices.
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Organize financial records, track team expense receipts, and assist with monthly billing reconciliations.
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Download, organize, and archive financial and operational reports into designated folders daily.

Dispatch & Operations Oversight

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Assist the operational team by monitoring order input and driver assignments in the dispatch platform (Courie.ai).
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Track active, high-priority deliveries and update shipment statuses in real time.
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Contact drivers directly when critical orders remain unconfirmed within required timeframes.
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Track dispatch metrics and route efficiency for executive reporting.

Customer Service & Escalation Management

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Handle high-level or escalated inbound calls and messages from key clients and drivers.
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Provide accurate ETAs, delivery updates, and status confirmations for priority accounts.
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Rapidly resolve complex delivery issues such as address discrepancies, pickup delays, and recipient unavailability.
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Maintain professional, solution-oriented communication during urgent operational disruptions.

Requirements

~1 min read

2+ years of experience as a Virtual Assistant, Executive Assistant, or Operational Support Specialist directly supporting senior management or executive leadership.
Logistics Experience: Strong background in logistics coordination, dispatching, or last-mile courier operations.
Communication: Exceptional written and spoken English, with strong confidence interacting with U.S.-based executives, clients, and field personnel.
Financial Literacy: Familiarity with basic invoicing, payment collection, and expense tracking procedures.
Technical Proficiency: Comfortable navigating dispatch platforms (e.g., Courie.ai), Google Workspace/MS Office (especially Excel/Sheets), and remote communication tools.
Core Competencies: Detail-oriented, proactive problem-solver, comfortable handling confidential executive/financial data, and able to manage shifting priorities in a fast-paced environment.
Setup: Reliable high-speed internet connection, backup power/internet solutions, and a quiet home office setup.
Availability: Fully available to work live during U.S. Eastern Standard Time (EST) business hours.

Nice to Have

~1 min read

Prior experience supporting high-level executives within courier, transportation, or supply chain industries.
Direct experience using Courie.ai or similar logistics, dispatch, and CRM platforms.
Hands-on experience managing accounts receivable, billing collections, or basic accounting support tasks.