Executive and Logistics Assistant - 16924

Role: Executive and Logistics Assistant 

Priority Location: Latin America (Open to search globally for qualified talents)

Working Hours: Monday-Friday, 40hrs/week, with overlap in US Time Zone 

Type of job: Fully Remote

Start Date: ASAP

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 Executive & Logistics Assistant serves as the operational cornerstone of the executive office, providing high-level administrative, analytical, and supply chain support directly to the CEO. This role requires an exceptionally proactive, versatile, and strategic partner capable of managing complex logistics workflows, overseeing vendor relationships, and streamlining end-to-end purchasing. By driving supply chain efficiency and delegating key operational tasks, the candidate will significantly reduce the CEO’s operational workload, allowing executive leadership to focus on high-priority strategic initiatives within a fast-paced natural foods and vitamins industry environment.

Core Responsibilities:

• Executive Support & Delegation: Act as the primary gatekeeper and liaison for the CEO, managing and delegating up to 80% of the CEO's administrative, operational, and non-strategic workload to relevant departments/staff.


• High-Level Project Management: Independently manage and drive special projects from inception to completion, which may include sensitive and complex regulatory processes such as liquor licensing, new store openings, and multi-departmental initiatives.


• Calendar & Communication Management: Masterfully manage complex and constantly evolving calendars, domestic and international travel logistics, and expense reports. Filter and prioritize all incoming communications (email, phone, mail) for the CEO.


• Meeting Preparation & Follow-up: Prepare agendas, documents, and presentations for board meetings, executive sessions, and all-hands meetings. Attend meetings, accurately record minutes, track action items, and ensure timely follow-up and completion by responsible parties.


• Confidential Information Handling: Handle sensitive and confidential company and personnel information with the highest degree of discretion, integrity, and professionalism.


• Procurement Management: Manage the full procurement lifecycle and supplier relationship management to ensure the best value, quality, and delivery terms. This includes communicating with the primary distributor to negotiate pricing, terms, and scheduling of deliveries.


• Inventory & Supply Chain Optimization: Monitor inventory levels, analyze purchasing trends, and collaborate with store and warehouse teams to forecast demand and maintain optimal stock levels, minimizing waste and stockouts.


• Logistics Coordination: Coordinate logistics, ensuring timely and cost-effective movement of goods from vendors to warehouses and stores.

Required Experience & Skills:

• Experience: 3-5 years of experience in any admin support or operational role with similar responsibilities.


• Grocery Industry Experience: Familiarity with grocery/food products or the retail industry or any experience working with Associated Food Stores (AFS) or similar wholesale grocery cooperatives/networks (e.g., AWG, C&S, IGA, or regional independent grocers).


• POS System Experience: Hands-on experience with RORC POS or similar grocery/supermarket POS platforms (e.g., NCR ISS45, LOC Store SMS, IT Retail, or ECRS CATAPULT).


• Technical Proficiency: Competency in using various productivity and communication tools for efficient task management. ​​​​​​Strong competency in any procurement software, inventory management systems (e.g., ERP), and Microsoft Office/Google Workspace, particularly advanced spreadsheet skills for data analysis. Strong data entry and analytical skills to manage inventory levels and ordering.


• Communication & Presence: Exceptional communication skills with a demonstrated ability to collaborate with the team and represent the CEO with professionalism.


• Organization & Detail: Highly organized and detail-oriented, with the capability to efficiently manage multiple tasks simultaneously.


• Strategic Project Management: Proven ability to manage complex, multi-stage projects independently.