Administrative/Personal Assistant

Job Title: Administrative Assistant
Location: Georgetown, Guyana On-Site/In person
Company: GTNova Freight and Logistics
Reports To: Francis Cumberbatch
Job Type: Full-time

We are seeking a detail-oriented and proactive Administrative Assistant to provide essential support to our team. The successful candidate will handle a variety of administrative and clerical tasks to help ensure the efficient operation of our office. This position requires excellent organizational skills, strong communication abilities, and a professional attitude. The ideal candidate will be willing to learn and grow with our fast-growing company.

Don't meet all the requirements? You're still encouraged to submit your application!

• Associate’s or bachelor’s degree in business administration, office management, or a related field (preferred)

• Additional certifications (e.g., Microsoft Office Specialist, Administrative Professional Certification) are a plus

• 2+ years of experience in an administrative, clerical, or office support role

• Experience in coordinating calendars, meetings, and travel arrangements

• Previous experience in a fast-paced or client-facing environment (e.g., logistics, healthcare, finance)

• Familiarity with basic bookkeeping or invoicing procedures (depending on industry)

• Experience with document management and handling confidential information

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

• Comfortable using office equipment (printers, scanners, phone systems)

• Familiarity with cloud tools (e.g., Google Workspace, Dropbox, Microsoft Teams)

• Basic data entry and record-keeping skills

• Strong attention to detail and accuracy

• Excellent time management and multitasking ability

• Ability to prioritize work and meet deadlines independently

• Clear verbal and written communication

• Professional telephone and email etiquette

• Ability to interact effectively with team members, clients, and vendors

• Manage general office duties: answering phones, handling correspondence, filing, and scheduling

• Maintain office supplies and coordinate with vendors

• Assist in preparing reports, presentations, and spreadsheets

• Handle data entry and maintain accurate records of shipments, billing, and customer information

• Assist logistics coordinators or operations managers with scheduling shipments and tracking deliveries

• Communicate with carriers, drivers, and warehouse personnel to ensure timely transportation and delivery

• Prepare shipping documents such as bills of lading, customs paperwork, and manifests

• Respond to client inquiries via phone or email in a professional and timely manner

• Coordinate updates on shipment status and resolve basic client concerns

• Support the team with customer records and follow-ups

• Organize and maintain shipping, customs, and compliance documents

• Ensure all records are audit-ready

• Assist with invoice preparation and ensure timely billing

• Track payments, verify freight charges, and help reconcile discrepancies with finance or accounting

• Help manage digital and physical document storage systems

• Strong organizational and communication skills

• Proficiency in MS Office Suite (Excel, Outlook, Word)

• Familiarity with logistics software or inventory systems is a plus (e.g. QuickBooks)

• Ability to work in a fast-paced environment with attention to detail

• Schedule appointments, meetings, and travel for executives or operations teams

• Maintain & Manage the CEO's calendar across all business entities

• Proactively anticipate scheduling conflicts and resolve them promptly

• Valid driver's license; willing to work late occasionally