Virtual Assistant (Remote)

About Universal Logistics Holdings, Inc.

Universal Logistics Holdings, Inc. specializes in delivering tailored transportation and logistics solutions across the United States, Canada, and Mexico. Their services span transportation, intermodal operations, contract logistics, and global trade management, leveraging expert knowledge, cutting-edge technology, and a wide-reaching logistics network to enhance operational efficiency, reduce costs, and support business continuity for their clients.

Role Overview

The company is seeking a Virtual Assistant to join its Administrative Support team in a fully remote full-time capacity. This role focuses on enabling smooth business operations by managing varied administrative and communication tasks that support management and different departments.

Key Duties

• Offer daily administrative assistance to managers and departmental teams.
• Manage schedules by arranging meetings, appointments, and conference calls.
• Coordinate virtual meetings utilizing platforms such as Microsoft Teams and Zoom.
• Handle incoming communications including emails and general inquiries promptly and professionally.
• Create reports, presentations, spreadsheets, and other business documents.
• Keep electronic records, files, and documentation accurate and up-to-date.
• Ensure accurate data entry while safeguarding confidentiality.
• Organize travel plans including hotel bookings and itineraries as needed.
• Assist in preparing meeting agendas, taking notes, and distributing minutes.
• Track office supplies, software licenses, and administrative requests.
• Process expense reports, invoices, and purchase orders when required.
• Maintain professional communication with employees, vendors, clients, and external partners.
• Support new employee onboarding by preparing necessary documents and coordinating schedules.
• Help with project coordination and monitor progress on assigned tasks.
• Protect confidentiality of company and employee information diligently.
• Conduct internet research and gather information as needed by management.
• Maintain organized digital filing systems including document version control.
• Identify opportunities to enhance administrative workflows for improved efficiency.
• Undertake any additional administrative tasks or special projects assigned.

Qualifications

• Minimum high school diploma or equivalent; Bachelor's or Associate's degree in Business Administration, Office Administration, Communications, or similar preferred.
• Prior experience in roles such as Virtual Assistant, Executive Assistant, Administrative Assistant, Office Coordinator, or Customer Support is advantageous.
• Excellent verbal and written communication skills.
• Strong organizational skills with efficient time management.
• Ability to manage multiple tasks and meet deadlines independently.
• Exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams, OneDrive).
• Familiarity with Google Workspace, Adobe Acrobat, and cloud collaboration tools is a plus.
• Capacity to quickly learn new software and business applications.
• Maintain confidentiality and professional conduct at all times.
• Problem-solving and decision-making capabilities.
• Reliable high-speed internet and a dedicated home office workspace.
• Ability to work autonomously while collaborating with remote teams.
• Preferred: experience supporting executives or senior leaders and familiarity with project management platforms like Asana, Monday.com, Trello, ClickUp, or Microsoft Planner.
• Knowledge of document management systems and electronic recordkeeping is beneficial.
• Experience coordinating virtual teams and meetings is desirable.
• Background in transportation, logistics, or supply chain sectors is an asset.

Working Conditions

This is a fully remote role requiring a professional home office environment with high-speed internet and a quiet setting for confidential work. The typical workweek is Monday to Friday with occasional overtime or flexibility necessary to accommodate business demands or special projects.

Benefits

• Competitive base salary with performance-based annual bonuses.
• Comprehensive medical, dental, and vision insurance coverage.
• 401(k) retirement plan with company matching contributions.
• Paid vacation, personal, sick days, and recognized company holidays.
• Company-paid life and disability insurance plans.
• Employee Assistance Program for support.
• Paid onboarding and role-specific training programs.
• Opportunities for professional growth and continuing education.
• Tuition reimbursement for qualifying employees.
• Potential for career advancement across the organization.
• Employee referral bonuses.
• Provision of necessary technology including laptop, monitor, headset, and other equipment.
• Monthly internet reimbursement for eligible remote workers.
• Employee wellness initiatives and recognition programs.
• Employee discount offerings.
• Flexible work-from-home arrangements.
• Supportive leadership with prospects for internal promotion.

Why Universal Logistics Holdings, Inc.?

The organization values the crucial role administrative support plays in its success. Joining as a Virtual Assistant provides an opportunity to contribute significantly to organizational efficiency and teamwork in a collaborative remote context, with comprehensive technology and growth opportunities promoting a fulfilling career path.