Posted today
Executive Assistant (Transportation Industry)
Near is a talent platform that connects top Latin American professionals with leading U.S. companies. We support both candidates and clients throughout the hiring process to build successful long-term remote teams.
Our client is a Boston-based executive transportation and global mobility company serving corporate travelers, private aviation operators, luxury hospitality groups, and high-profile events. With a long-standing market presence and a growth-focused leadership team, the company operates with the pace and agility of a scaling business.
We are looking for a highly organized, resourceful Remote Operations & Administrative Assistant to support a senior executive and the company’s day-to-day transportation operations. This is not a purely task-based administrative role: you will be trusted to research options, make calls, coordinate vendors, follow through on time-sensitive requests, and keep complex operational matters moving forward.
The ideal candidate is structured, proactive, tech-savvy, and comfortable working in a fast-paced environment where priorities can shift quickly. You should be able to use sound judgment, know when to act independently versus when to escalate, and communicate clear, concise updates on the progress of each task or project.
Support the executive team with administrative coordination, scheduling, research, follow-ups, and operational requests.
Monitor vehicle alerts and coordinate routine maintenance, repairs, detailing, oil changes, and vendor follow-up.
Track vehicle registrations, driver licenses, compliance deadlines, and required operational documentation.
Coordinate with drivers, vendors, state agencies, and internal stakeholders to resolve transportation and fleet-related needs.
Conduct research, compare vendors and pricing, negotiate where appropriate, and present clear recommendations to management.
Maintain accurate records in driver CRMs, dashboards, timecard systems, and internal trackers.
Support driver communication and coordinate regular chauffeur check-ins.
Monitor virtual mailbox items, process online payments and administrative transactions, and ensure timely follow-up.
Assist with VIP client meet-and-greets, office supply orders, and other high-priority operational needs.
Learn and use new systems quickly, including fleet, communication, reporting, and AI-enabled tools.
Provide structured updates on task status, blockers, next steps, and deadlines.
Advanced English communication skills, with the ability to make calls confidently and communicate effectively with U.S.-based vendors, agencies, drivers, and executives.
3+ years of experience in operations, executive or administrative support, logistics coordination, transportation, travel, or a similarly fast-paced environment.
Proven ability to manage complex, detail-heavy tasks independently, prioritize competing deadlines, and follow projects through to completion.
Strong critical-thinking and problem-solving skills, with sound judgment about when to make decisions and when to escalate.
Highly organized, proactive, adaptable, and comfortable receiving direct feedback in a fast-moving environment.
Experience in transportation, fleet management, logistics, travel, hospitality, or luxury service operations.
Familiarity with vehicle maintenance coordination, driver operations, registration renewals, or compliance tracking.
Experience using tools such as Samsara, OnStar, Ring, Dialpad, Slack, WhatsApp, driver CRM systems, or dashboard reporting tools.
Experience working with U.S.-based companies, local vendors, or government and regulatory agencies.
Salary: USD 1,500–2,000 per month, depending on seniority and relevant experience.
100% remote contractor role.
Schedule: Full-time availability preferred, Monday through Friday, 8 hours per day in U.S. Eastern Time.
If you are a highly organized operations professional who enjoys solving problems, keeping moving parts on track, and supporting a growing business, we would love to hear from you.