Why You Want to Work Here:
We’re a rapidly growing small business delivering end-to-end logistics and operational support to NGOs and U.S. Government organizations that move humanitarian aid and pharmaceutical products around the world. Joining our team means doing mission-driven work, collaborating with experienced logistics professionals, and building a career with real growth and development opportunities.
Summary:
We’re seeking a detail-oriented, proactive Administrative Assistant to support administrative and data management needs in a fast-paced, international logistics environment. This role is ideal for a motivated self-starter who enjoys organizing information, supporting operations, and collaborating across teams to help move global pharmaceutical shipments forward.
Key Responsibilities:
- Provide day-to-day administrative support, including email management, electronic file organization, drafting air waybills (AWBs), shipping documentation, and ad hoc administrative tasks
- Process vendor invoices for internal review and payment; track status and follow up as needed
- Prepare and draft client invoices in accordance with contractual and operational requirements
- Maintain, review, and analyze shipment and financial reports; identify discrepancies and follow up to ensure data accuracy
- Assist with onboarding new vendors by collecting, reviewing, and tracking required documentation
- Review shipping rates for accuracy, consistency, and compliance with agreed terms
- Provide administrative and operational backup support to team members as needed
Qualifications:
- Highly motivated self-starter with a strong sense of ownership and accountability
- Excellent written and verbal communication skills; able to draft professional correspondence and documentation
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat; comfortable working with spreadsheets and reports
- Professional, solutions-oriented customer service approach with internal and external stakeholders
- Interest in international logistics, supply chain, or pharmaceutical operations (prior experience is a plus, not required)
- Bachelor’s degree required; background in business administration, logistics, supply chain, international relations, or a related field preferred
- 1–3 years of administrative, operations, logistics, or office support experience preferred
- Experience with invoices, vendors, or financial documentation is a plus
- Ability to work independently and collaboratively in a team environment
- Strong follow-up skills and discretion when handling sensitive or confidential information
Fulltime, Hybrid
$45,000-$48,000
