Executive Assistant
Description
Admin & Support; Administrative Support; Diary & Travel Management; Reporting & Presentation Preparation
Position Summary
Reporting to the Vice President and Managing Director, the Executive Assistant provides comprehensive executive and administrative support to ensure the smooth and efficient management of day-to-day business operations. The role requires a high level of professionalism, discretion, and sound judgment in handling confidential matters and supporting executive priorities.
Key Responsibilities
Provide comprehensive executive, administrative, and personal support to the Vice President and Managing Director, ensuring the smooth management of day-to-day operations.
Manage the Vice President and Managing Director's calendar, appointments, meetings, and travel arrangements, including flights, accommodation, ground transportation, visa applications, expense claims, and related logistics.
Serve as the primary point of contact for internal and external stakeholders, ensuring professional communication and effective coordination across local, regional, and global teams.
Coordinate meetings, leadership events, and official visits, including venue arrangements, meeting materials, logistics, catering, and facilitate where required.
Coordinate visits by government officials and other key external stakeholders, working closely with relevant departments to ensure all arrangements are executed seamlessly.
Monitor and follow up on projects, cross-functional initiatives, and action items on behalf of the Vice President and Managing Director, collaborating with stakeholders to ensure timelines, policies, and deliverables are met.
Prepare, consolidate, and review reports, presentations, correspondence, and other business materials, and communicate on behalf of the Vice President and Managing Director when delegated.
Coordinate IT equipment, mobile devices, office technology, and software support for the Vice President and Managing Director by liaising with internal support teams.
Maintain accurate records and confidential documents, ensuring proper filing, document management, and a high level of responsiveness to business needs, including occasional support outside standard business hours to accommodate executive and business requirements across different time zones.
Perform other duties, special projects, and ad hoc assignments as required by the Vice President and Managing Director.
Job Requirements
Minimum secondary education or equivalent with at least 5 years of experience in an Executive Assistant, Executive Administrator, or similar role, preferably within a fast-paced multinational organization.
Proven experience supporting C-suite or senior executives, demonstrating a high level of professionalism, discretion, confidentiality, and attention to detail.
Strong planning, organizational, and time management skills, with the ability to prioritize competing demands, manage multiple tasks, and meet tight deadlines in a fast-paced environment.
Excellent verbal and written communication, business writing, and proofreading skills, with the ability to build effective relationships across all levels of the organization.
Demonstrated interpersonal and stakeholder management skills, with the ability to collaborate effectively, influence others, and exercise sound judgment while keeping stakeholders appropriately informed.
Highly proficient in Microsoft Office 365, particularly Excel and PowerPoint, with the ability to prepare professional presentations, reports, graphs, and charts.
Proficient in using workplace technologies, including Microsoft Teams, Zoom, Webex, video conferencing systems, collaboration platforms, mobile devices, and other office productivity tools.
Experience working in large, matrixed organizations, with the ability to coordinate activities and meetings across multiple teams, regions, and 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.
