Job Description
We are seeking to hire an Executive Assistant to provide administrative assistance to the VP, Global Logistics.
You will perform advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices.
Specific Role & Responsibilities
- A significant portion of your time will be engaged in providing administrative support for group, projects, cutting data, preparing reports and tracking data on spreadsheets, and creating presentations. You will receive and or gather data, perform analysis, prepare reports for distribution on monthly/quarterly basis.
- You will ensure administrative consistency, precision and confidentiality by applying knowledge of the company policies and guideline to complete routine and non-routine assignments/tasks. Assignments may require independent judgment and creative problem solving. Coordinate assignments, both routine and non-routine, across the region and globally often under tight deadlines.
- You will be a key resource to coordinate and track progress of special projects/initiatives and update dashboards, working closely and effectively with the different regions within the Global Logistics organization.
- Plan and coordinate global, and regional/function meetings and events and advise on group travel arrangements for your manager and the global leadership team, as required.
- Support your manager on expense reports for reimbursements, process expense budgets and reports and monitor for compliance.
- Manage a calendar of appointments for your manager – planning and scheduling meetings, setting up and scheduling tele/video conferences. You compile documents for local and travel-related meetings, collecting agendas for requested meetings, where applicable.
- Ability to work effectively and efficiently on projects assignments independently for completion within deadlines.
- Excellent in composing and editing correspondences and memorandum from dictation, verbal direction and from knowledge of policies of established departments/divisions; prepare, transcribe, compose, type, edit and distribute agendas and minutes of various meetings.
- Highly engaged, creative team-player and enjoys contributing to building and maintaining the synergy amongst the teams which spans globally.
- Support the wider OFS organizations with the EAs for the other Vice-Presidents on local site events, common tasks and as a back-up where needed.
Qualifications
- Minimum Diploma or Bachelor Degree in Business Administration or equivalent
- At least 3-6 years of relevant experience for entry to this level.
- Proven work experience as a personal assistant/executive assistant is preferred
- Strong organizational skills and time management skills
- Excellent verbal and written communications skills
- Ability to handle multiple and complex tasks simultaneously and work under pressure in a fast-paced and dynamic environment
- Team player, able to work independently, proactive and keen eye to details
- Proficiency in MS office
