Executive Assistant

Description

Admin & Support; Administrative Support; Diary & Travel Management; Reporting & Presentation Preparation
Education: Secondary education or equivalent
Experience: Four (4) years of work experience in secretarial or administrative field

The position of Executive Assistant reports to the Officers to provide full administrative and executive business support to the Officers in a responsive, timely, accurate and effective manner. Assignment involves work of a confidential nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tactful and diplomacy.

ACCOUNTABILITIES / RESPONSIBILITIES

• Provide full spectrum of logistical, administrative and personal support to the Officers.
• Manage Officers’ calendars and schedules, ensuring accuracy and timely input. Provide agenda and meeting materials as needed.
• Manage the travel and logistics arrangements, and process claims/expenses.
• Interact professionally with all levels of management, staff and external parties across the region and internationally. Work with the Officers’ direct reports and stakeholders locally and regionally on day-to-day operational issues, meetings and other matters, maintaining a high level of communication and ensure timely and accurate sharing of information.
• Schedule and setting up various local/regional meetings, arrange meeting venue and refreshment, and help facilitate at these meetings where necessary.  Manage/assist in the logistic arrangements such as flights, hotel, transportation, visa application etc.
• Coordinate government official’s visits by collaborating with respective departments for necessary preparations to ensure smooth proceedings. This includes but is not limited to arrangements for meeting venues, logistics, meals etc.
• Support the Officer in following up on the status of projects / cross-functional tasks and assignments when required. Collaborate with other teams to ensure policies, procedures and timelines are met.
• Assist in the preparation of business reports, presentations, materials, collating of data and consolidating of reports from the region.
• Communicate on behalf of the Officers when delegated. 
• Support the Officers in the management of his/her IT equipment (e.g., laptop, printers and office phone), mobile devices as well as personal and corporate software applications.
• Be responsive to emails/ text messages/ phone calls, with contact outside normal business hours where needed.
• Manage proper archival and management of documents.
• Any other job/task assigned by Officers.

JOB REQUIREMENTS

• Possess at least a secondary education or equivalent with up to 4 years working experience in corporate / executive office, preferably with administrative/executive experience in a fast-pace MNC setting.
• Proven track record in providing Executive Assistant support to C-Suite Level Executives with a high degree of discretion, confidentiality, professionalism, and attention to detail without missing the big picture.
• Demonstrated strong planning, organisational and time management skills and ability to proactively determine priorities and appropriate sequencing to accomplish daily expectations and handle multiple demands.
• Excellence business writing and proofreading skills.
• Requires a high level of interpersonal, social and customer service skills for daily interactions, both in person and digitally and work cooperatively as a team member.
• Ability to informally lead and influence others.
• Confident in exercising appropriate judgement while keeping stakeholders informed in a fast-paced work environment.  
• Must be flexible and detail oriented to meet strict deadlines and be capable of multi-tasking.
• High proficiency in Microsoft Office 365, especially Excel and Power Point with the ability to produce graphs and charts.
• Must be technologically savvy to IT equipment (e.g., video conferencing system).
• Excellent verbal and written communication skills.
• Fluency in English required, other language skills are a plus.
• Ability to maintain in strict confidentiality all work and information assigned.
• Demonstrate professionalism at all times by demonstrating personal accountability, effective work habits, empathy and teamwork.
• Highly organized individual with the ability to exercise good judgement in diverse situations and balance multiple priorities. 
• Communicate with clarity and maintain good relationships with other business units and entities.
• Proven experience in large organizations with complex structure.  Comfortable with coordinating meetings/work tasks across multiple time zones.

FedEx was built on a philosophy that puts people first, one we take seriously. We are an equal opportunity/affirmative action employer and we are committed to a diverse, equitable, and inclusive workforce in which we enforce fair treatment, and provide growth opportunities for everyone.

All qualified applicants will receive consideration for employment regardless of age, race, color, national origin, genetics, religion, gender, marital status, pregnancy (including childbirth or a related medical condition), physical or mental disability, or any other characteristic protected by applicable laws, regulations, and ordinances.

Our Company

FedEx is one of the world's largest express transportation companies and has consistently been selected as one of the top 10 World’s Most Admired Companies by "Fortune" magazine. Every day FedEx delivers for its customers with transportation and business solutions, serving more than 220 countries and territories around the globe. We can serve this global network due to our outstanding team of FedEx team members, who are tasked with making every FedEx experience outstanding.

Our Philosophy

The People-Service-Profit philosophy (P-S-P) describes the principles that govern every FedEx decision, policy, or activity. FedEx takes care of our people; they, in turn, deliver the impeccable service demanded by our customers, who reward us with the profitability necessary to secure our future. The essential element in making the People-Service-Profit philosophy such a positive force for the company is where we close the circle, and return these profits back into the business, and invest back in our people. Our success in the industry is attributed to our people. Through our P-S-P philosophy, we have a work environment that encourages team members to be innovative in delivering the highest possible quality of service to our customers. We care for their well-being, and value their contributions to the company.

Our Culture

Our culture is important for many reasons, and we intentionally bring it to life through our behaviors, actions, and activities in every part of the world. The FedEx culture and values have been a cornerstone of our success and growth since we began in the early 1970’s. While other companies can copy our systems, infrastructure, and processes, our culture makes us unique and is often a differentiating factor as we compete and grow in today’s global marketplace.