The Executive Assistant to the CEO is responsible for providing high-level administrative and strategic support to the CEO of a leading logistics and cargo shipping GROUP OF COMPANIES. This role demands a proactive, highly organized, and detail-oriented individual who can manage the CEO’s schedule, coordinate meetings, executive presentation and handle confidential information with discretion.

Additionally, the Executive Assistant will play a crucial role in supporting corporate planning activities, ensuring alignment between the CEO’s objectives and the company’s strategic goals. Strong numerical skills are essential for this role, as discussions with the CEO and management team will frequently involve translating trade-offs and feasibility studies into simple, actionable numbers.

Job Responsibilities:

Calendar Management

• Maintain and manage the CEO’s daily schedule, including meetings, appointments, travel arrangements, and conference calls.
• Prioritize and coordinate the CEO's time, ensuring all commitments are met efficiently.

Meeting Coordination

• Organize and coordinate executive meetings, including board meetings, leadership team meetings, and external partner meetings.
• Prepare and distribute agendas, take detailed minutes, and follow up on action items.

Communication

• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Draft, review, and manage correspondence, reports, and presentations on behalf of the CEO.
• Screen and respond to emails, calls, and other inquiries in a timely and professional manner.

Travel Arrangements

• Coordinate and manage complex travel itineraries, including booking flights, accommodations, and ground transportation.
• Ensure all travel arrangements align with the CEO's preferences and business needs.

Project Management

• Assist the CEO with managing special projects, including research, data collection, and report preparation.
• Track project progress and ensure deadlines are met.

Corporate Planning Support

• Collaborate with the CEO and senior leadership team to support the development and implementation of corporate plans and strategic initiatives.
• Assist in the preparation of corporate planning documents, such as strategic plans, annual budgets, and performance reports.
• Gather and analyze data related to the company’s operations, market trends, and competitive landscape to inform strategic decisions.
• Translate complex trade-offs and feasibility into simple numerical terms to facilitate decision-making.
• Support the CEO in aligning daily activities with long-term strategic goals, ensuring that business objectives are consistently met.

Document Management

• Organize and maintain files, records, and documents in a systematic and easily accessible manner.
• Handle sensitive and confidential information with the utmost discretion.

Logistics Industry Insight

• Stay informed about industry trends, news, and developments that may impact the company and the CEO’s decision-making process.
• Provide insights and recommendations to the CEO based on industry knowledge.

Administrative Support

• Perform general administrative tasks such as expense reporting, office supply management, and other duties as assigned.
• Ensure the CEO's office is well-organized and equipped for daily operations.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum of 5 years of experience as an Executive Assistant, preferably in the logistics, shipping, or transportation industry.
• Strong knowledge of the logistics and cargo shipping industry is highly desirable.
• Strong numerical and analytical skills are required, with the ability to translate complex trade-offs and feasibility into simple numbers.
• Experience with corporate planning and strategic initiatives is a plus.
• Exceptional organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and handle multiple tasks simultaneously.
• High level of discretion and confidentiality.
• Strong attention to detail and problem-solving abilities.
• Flexibility to adapt to changing priorities and work demands.

Working Conditions:

• Fast-paced, dynamic work environment.
• Occasional travel may be required.

Please refer to job description.