Executive Admin to Founder/CEO (U.S. based freight brokerage)

About Serve Freight

Serve Freight is a U.S.-based freight brokerage with a 10-person team (4 in the U.S. and 6 in Ukraine), and we’re entering our second year of operations. 

Our mission is to deliver tailored freight solutions that eliminate uncertainty and build trust through fanatical support and operational excellence. We’re building more than a brokerage –  we’re creating a company defined by care, ownership, transparency, and determination. 

About the role

We’re seeking a sharp, proactive Executive Assistant to turn big ideas into smooth action. You’ll not only manage the CEO’s day-to-day but also streamline workflows, tackle challenges head-on, and keep the team aligned.

This role offers hands-on exposure to key projects and decision-making, perfect for someone who would love to own processes, solve problems, and grow with a company built on care, transparency, and determination.

If you want to make a real impact and help us work smarter, this is your opportunity.  

Our ideal candidate

• Has 3+ years of experience as an Executive Assistant, Operations Assistant, Chief of Staff, or Project Coordinator.
• Has at least 1 year of experience working with U.S.-based companies or clients, or a strong track record of navigating U.S. business culture with ease and professionalism.
• Is based in Ukraine (or originally from Ukraine) with excellent English fluency, both written and spoken.
• Is exceptionally organized and detail-driven – you love structure, precision, and making sure nothing falls through the cracks.
• Is tech-savvy and quick to adapt – confident using tools like Office365, Slack, Monday.com (or similar project management tools), and open to learning new platforms.
• Is a proactive problem-solver – you take initiative, offer solutions, and work independently without needing micromanagement.
• Can communicate clearly – professional, concise, and comfortable collaborating with remote teams, partners, and customers.
• Is calm, focused, and dependable when priorities shift or things get busy.
• HUGE BONUS if you have experience in logistics or startups.

Key responsibilities:

1. CEO support & strategic operations

Example of tasks:

• Manage the CEO’s inbox and calendar proactively by prioritizing key tasks, minimizing distractions, and scheduling meetings efficiently.
• Track progress on key initiatives by monitoring deadlines, following up, and ensuring next steps are completed.
• Develop SOPs and ensure adoption.
• Maintain and update operational tools (Turvo, HubSpot, Notion, etc.) to ensure accuracy and efficiency.
• Draft clear, professional communications (including emails, presentations, and reports) on behalf of the CEO.
• Assist with hiring by coordinating interviews, collecting feedback, and supporting onboarding.
• Conduct vendor research and support sourcing to enable informed decisions.
• Collaborate on sales, marketing, and branding projects, helping move initiatives forward and coordinating with internal and external partners.

2. Logistics & Administrative Support

Example of tasks:

• Assist with quoting, booking, and shipment tracking as needed to support logistics operations.

3. Team collaboration & culture

Example of tasks:

• Organize virtual team events and help coordinate online team-building activities that foster connection and engagement. 
• Spot inefficiencies or bottlenecks and offer practical solutions to improve how we operate.

Defining success in this role

• The CEO’s calendar and priorities are proactively managed to maximize focus and efficiency.
• Communication across teams and with partners is timely, clear, and professional, minimizing delays and misunderstandings.
• Company systems are consistently accurate, organized, up-to-date, and support smooth operations.
• Projects and tasks are tracked and driven to completion, with clear visibility on deadlines and progress.
• You identify bottlenecks early, propose practical solutions, and help implement improvements.
• You quickly adapt and contribute to strategic initiatives beyond administrative duties.
• By the end of your first month, you’ll have already helped steer key projects forward and streamlined processes, and we’ll wonder how we ever got along without you :) 

What we offer

• A stable, reliable position within a fast-growing startup with clear direction.
• Defined opportunities for career advancement as Serve Freight expands.
• Paid time off – [10] days per year plus company holidays including Christmas and New Year.
• Sick leave to ensure you can take care of your health without worry.
• Flexible remote work from anywhere with a stable internet connection, with agreed core hours to keep collaboration smooth.
• A respectful and values-driven culture focused on transparency and ownership.

If you’re excited to help build something meaningful and thrive in a high-trust, fast-paced environment – we’d love to hear from you!