NLC013: Executive Assistant

Description

Primary Duties or Responsibilities

Establishes and operates an efficient office by providing secretarial, administrative and other related clerical support to the Vice-President and or regional management team.

Manages the day-to-day operational and administrative activities of the Vice-President by setting and monitoring his schedule, organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system, and following-up to ensure timely responses. Schedule appointments and maintain calendar for VP and Management Team; coordinate arrangements for staff meetings, business travel, seminars etc. in order to ensure that supervisor’s agenda and itineraries are efficient and effective. Preparing for meetings and arranging teleconferences often over different time zones.

Receives and prioritizes VP’s correspondence and takes action in drafting correspondence and forwarding for action and/or distributing for information. Responds to the VP’s electronic mail as requested by the VP.

Obtains, compiles and extracts information from files, publications, internet, Centre databases and other sources to prepare documents and briefing papers.

Organizes meetings, including but not limited to, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts minutes and circulates to participants.

Prepares all aspects of VP’s travel, from travel approval to preparing expense reports, trip program, and first draft of the trip report, etc.

Reviews for policy compliance the expense reports that the VP approves. Audits the travel expense reports of those staff members who report directly to the Vice-President. Maintain personnel data on unit employees including information regarding vacations, absences, overtime etc. and maintain suspense files for supervisors in order to ensure that all documents are handled properly.

Receive, date stamps and distribute department mail in order to ensure information is directed to the appropriate teams. Receive and escort visitors in a courteous and positive manner; take, screen and route telephone calls to appropriate individual or department; process, coordinate and follow up with vendor accounting on bills received for payment and expense reports in order to maintain FedEx’s public image.

Review various reports, such as budget variance and telephone/expenses logs, for accuracy, advise supervisor of discrepancies; gather, research data and compile information for use in management reports; track and monitor projects from request stage through distribution of final documents in order to ensure adequate and sufficient materials are provided for supervisor’s use.

Qualifications

Education:

• Diploma in Secretarial/Business Administration

Experience and Knowledge:

• 5 years relevant working experience, preferably in large multi-national organization.

• Good communication & interpersonal skills

• Proficient in MS office applications (Word, Excel, Powerpoint, and Access).  

• Fluent in English & local language

• Personal Attributes:

• Self-motivated

• Mature, independent & experienced

• Willing to work under pressure

• Pro-active, detail-oriented, organized and structured

• Flexible, service oriented, “Can-do” mentality.

• Discreet

Work conditions and environment

-  Location: Rozenburg (NH), The Netherlands

We Offer

-  Competitive salary and benefits package.
-  Dynamic and challenging work environment.
-  Opportunities for personal and professional growth.
-  A role at the heart of the logistics industry in Europe.
 

FedEx Logistics provides freight forwarding, as well as import and export services that allow companies to reach markets throughout the world. They help customers of all sizes solve the intricacies of shipping goods globally by providing comprehensive international ocean and air freight forwarding, surface transportation and distribution, customs brokerage, trade and customs advisory services, and advanced e-commerce and trade facilitation solutions. We're glad you stopped by and hope your job search experience with FedEx Logistics, Inc. will be rewarding. We look forward to hearing from you!