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Executive Administrative Assistant

2 months ago

Doral, United States EFL Full time

Job Overview:

We are seeking a highly professional and organized Executive Assistant to provide comprehensive administrative support to our senior leadership team, including the COO, Head of Ocean Product, and several Vice Presidents. This role is crucial in ensuring the smooth day-to-day operations of multiple executives in the supply chain logistics industry, with engagement at both domestic and international levels. Responsibilities include coordinating complex travel arrangements, organizing high-level meetings and events, and managing sensitive and confidential information. The ideal candidate must excel in communication, time management, and multitasking, with proficiency in modern technology and project management tools.

Key Responsibilities:

  • Provide high-level administrative support to the COO, Head of Ocean Product, and multiple VPs, who interact with leadership globally.
  • Manage complex calendars, schedule meetings, and coordinate executive appointments across multiple time zones, both domestically and internationally.
  • Organize and coordinate executive travel arrangements, including international flights, accommodations, ground transportation, and detailed itineraries.
  • Plan, coordinate, and execute high-level meetings, conferences, special events, and other key company functions, ensuring smooth logistical operations.
  • Handle highly sensitive and confidential information with the utmost discretion and professionalism.
  • Prepare executive-level presentations and reports using PowerPoint, Excel, and Power BI, tailored to both domestic and international audiences.
  • Create, track, and maintain reports, dashboards, and metrics to assist leadership with data-driven decision-making.
  • Manage multiple deadlines and prioritize projects in a fast-paced, global environment, ensuring timely and effective completion of tasks.
  • Assist with budget tracking and expense reporting for executives, ensuring accuracy and adherence to company policies.
  • Utilize project management tools such as Asana to assist in organizing and tracking projects and meeting deadlines.
  • Act as the liaison between executives and internal/external stakeholders, ensuring clear communication and follow-up on key initiatives across international borders.
  • Conduct research and prepare briefing documents for executive meetings, with a focus on global market and industry trends.
  • Continuously identify process improvements to streamline administrative operations for leadership.

Required Skills and Qualifications:

  • Bachelor's degree preferred or equivalent work experience.
  • Minimum of 5 years of experience as an Executive Assistant supporting C-suite executives or senior leadership, particularly in supply chain logistics or a related field.
  • Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook) and Power BI.
  • Familiarity with project management tools such as Asana or similar platforms.
  • Exceptional verbal and written communication skills, with experience supporting international communications.
  • Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
  • Ability to work independently and maintain a high degree of professionalism and confidentiality.
  • Proven experience in event planning and coordinating complex domestic and international travel arrangements.
  • Excellent attention to detail, critical thinking, and problem-solving skills.
  • Ability to demonstrate emotional intelligence and poise under stressful situations.
  • Experience managing budgets, preparing expense reports, proficient with Expense Mgmt. tools and coordinating project timelines.