Senior Administrative Coordinator

3 weeks ago

Miami, Florida, United States PrideStaff Full time
Job Description

We are seeking a highly skilled and organized Senior Administrative Coordinator to provide comprehensive support to our senior leadership team. This role is crucial in ensuring the smooth day-to-day operations of multiple executives in the supply chain logistics industry. Responsibilities include coordinating complex travel arrangements, organizing high-level meetings and events, and managing sensitive and confidential information.

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.

Requirements:

  • 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.

Compensation:

The salary for this position ranges from $65,000 to $85,000 annually, based on qualifications and experience.

This role offers a unique opportunity to work in a dynamic and fast-paced global environment, contributing to the success of an industry-leading supply chain logistics organization.

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