Virtual Assistant - Logistics

Activate Talent; United States; Remote; USD 40,000 - 80,000; Full time

Job summary

An innovative firm is seeking a highly organized Executive Assistant to support operations and finance. This role is essential for managing retail invoicing, logistics coordination, and administrative tasks, ensuring smooth daily operations. The ideal candidate will excel in data management using Excel and Notion, and have a proactive approach to problem-solving. Join a dynamic team where your attention to detail and analytical skills will contribute to the success of retail operations and logistics. This position offers an exciting opportunity to be at the heart of operational excellence.

Qualifications

• Strong proficiency in Excel and Google Sheets for data management.
• Experience with EDI systems and retail data exchange processes.

Responsibilities

• Manage weekly invoicing and oversee EDI transactions for retail partners.
• Coordinate shipping fulfillment and maintain optimal inventory levels.

Skills

Excel

Google Sheets

Notion

EDI Systems

Attention to Detail

Problem-Solving

Tools

Notion

EDI Systems

Job description

We are looking for a highly organized and detail-oriented Executive Assistant with a strong focus on operations and finance. This role will play a critical part in managing retail invoicing, logistics coordination, and administrative processes, ensuring smooth day-to-day operations.

The ideal candidate is proactive, analytical, and highly proficient in Excel, Notion, and other productivity tools.

Key Responsibilities

1. Retail & Finance Support

• Manage weekly invoicing, ensuring accuracy and timely processing.
• Oversee EDI (Electronic Data Interchange) transactions for retail partners.
• Coordinate shipping fulfillment and 3PL (Third-Party Logistics) operations.

Operations & Logistics

• Handle routing requests, ensuring compliance with retail and distributor requirements.
• Track and update shipment status, proactively resolving any delays or issues.
• Support forecasting and stockkeeping to maintain optimal inventory levels.

Administrative & Process Support

• Complete and submit PO (Purchase Order) forms with attention to detail.
• Assist with onboarding new team members, vendors, or partners.
• Maintain and update records for finance, logistics, and operations.

Skills & Qualifications

• Excel & Google Sheets: Strong ability to manage and analyze data.
• Notion & Productivity Tools: Comfortable with workflow automation and documentation.
• EDI Systems: Experience with retail data exchange and processing.
• Attention to Detail: Ensuring accuracy in invoices, PO forms, and shipment records.
• Problem-Solving Mindset: Proactively managing operational and financial tasks efficiently.