Senior Executive Assistant

Job Description:

White Star Logistics is a remote first freight brokerage and 3PL company scaling toward a defining milestone: delivering 1,000,000 loads. Every hire we make right now is chosen to help get us there — and few roles matter more to that mission than the one sitting closest to executive execution.

This is a high-trust, high-responsibility role for someone who thrives in creating structure, organization, and operational consistency across both business priorities and occasional personal needs. The role supports executive operations, travel logistics, recruiting support, and day-to-day operational execution — with occasional personal support as needed. The ideal candidate is proactive, detail-oriented, highly organized, and capable of operating independently with minimal supervision. This position is fully remote and based in Mexico, with occasional travel to the U.S. as needed. This is not an entry-level role. We are specifically seeking someone who has previously supported a founder, executive, or entrepreneur and can contribute immediately with limited ramp-up time — if that’s you, we encourage you to apply and help us build toward this milestone.

Core Responsibilities:

• Executive Operations & Communication – Monitor and prioritize executive inboxes and correspondence, maintain calendars across business and personal priorities, and protect executive focus time by proactively organizing workflow.
• Calendar & Travel Coordination – Keep personal and professional calendars fully aligned, book domestic and international travel, and manage expense reporting.
• Recruiting & Talent Acquisition – Coordinate hiring from start to finish — screen resumes, conduct initial interviews and reference checks, manage candidate communication, and support hiring recommendations and onboarding.
• Meeting & Operational Support – Attend leadership meetings, prepare agendas and briefing materials, capture notes and action items, and drive follow-through on commitments.
• Reporting & Organizational Systems – Maintain dashboards, trackers, and KPI reporting; keep digital filing systems and recurring workflows organized, accurate, and current.
• Strategic & Operational Optimization – Support operational initiatives, build and maintain SOPs, and identify opportunities to keep the business structured and proactive rather than reactive.
• Light Personal Support (as needed) – Assist with occasional personal errands, appointments, or scheduling needs.

Required Qualifications :

• Experience – 7+ years supporting a founder, executive, or entrepreneur
• Language – Fluent English and Spanish.
• Location & Travel – Based in Mexico, fully remote, with occasional travel to the U.S. as needed.
• Organization – Strong organizational, prioritization, and follow-through skills; able to manage multiple priorities simultaneously.
• HR/Recruiting – Recruiting or HR experience.
• Communication – Excellent written and verbal communication.
• Tools – Tech-savvy with Google Workspace, Microsoft Office, spreadsheets, and task management systems.
• Independence – Proven ability to operate independently with minimal oversight.
• Tech-Forward Mindset – Comfortable using AI tools to improve productivity, along with strong reporting and data analysis skills.
• Privacy & Confidentiality – This position requires maximum privacy and discretion; must be trusted with highly sensitive business and personal information.

Ideal Candidate

• Ownership – Naturally takes ownership and anticipates needs before being asked.
• Composure – Calm under pressure, low ego, high execution.
• Discretion – Exceptional attention to detail and confidentiality across both business and personal matters.
• Range – Comfortable balancing business priorities with occasional personal support and communicates well with frontline employees and executives alike.

Preferred Qualifications:

• Industry – Transportation, logistics, freight brokerage, supply chain, or 3PL experience.
• HR/Recruiting – Recruiting or HR experience.
• Real Estate/Household – Experience coordinating real estate or household logistics is a plus, though not required for this role.
• Background – Operations management background, project management certification, or prior experience supporting founders, CEOs, or executives.

Our Core Values

• Own It – We take responsibility for outcomes, not just tasks.
• Find a Way – We solve problems instead of citing reasons why not.
• Protect All Stakeholders – We act in the best interest of our customers, carriers, and team.
• Communicate Early – We surface issues and information before they become problems.
• Excellence Through Growth – We push ourselves and each other to improve continuously.
• Develop People – We invest in the growth of the people around us.