Executive Assistant

Senior Executive Assistant

The opportunity: 

We're looking for an Executive Assistant to support two Vice Presidents that manage our Engineering Business Unit and Engineering, Ocean & Air Business Unit respectively.  You’ll work alongside these leaders to maximize their ability to focus on the team’s key priorities in supporting Flexport’s continued growth. 

As an Executive Assistant, you will be responsible for a wide range of critical activities including complex calendar management, tracking key deliverables, coordinating travel and expenses, and organizing team activities and events (such as all–hands meetings and employee engagement activities). A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important. In this role, you’ll have the opportunity to act as an extension of our leaders in partnership with a supportive and collaborative EA community.

(**This position has an in-office requirement of at least 3 days a week**)

You will:

• Manage complicated internal and external meetings and domestic and global travel schedules, review and process contracts and expenses, and maintain confidentiality of all work material.
• Handle confidential and non-routine information and facilitate communication between appropriate departments.
• Conserve the team's time by reading, researching, and routing correspondence, collecting and analyzing information, initiating telecommunications, and assisting with presentations.
• Maintain confidentiality and protect operations by having high level of discretion.
• Anticipate the needs of our senior leaders. Plan ahead and be resourceful.
• Act as a  gatekeeper for internal and external individuals on matters pertaining to leader access.
• Be unafraid to offer suggestions and make improvements to processes.
• Prioritize conflicting needs with limited guidance and keep leadership informed of short and long term responsibilities and commitments.
• Complete expense reports and executive requests.
• With limited guidance, work on projects from start to finish.  
• Assist with org-wide events such as our monthly All-Hands and quarterly Town-Halls.

You should have:  

• BA / BS degree and 4+ years' of executive support. 
• You have a calm head and a steady hand. You can easily turn a stressful situation to a problem solved.  
• Discretion in abundance – confidentiality is critical to the role. 
• Experience with both Google and Microsoft Office productivity suites.
• Excellent written and verbal communication skills and a proven ability to interact with internal and external partners.
• The ability to work well under pressure in a fast-paced time sensitive environment.
• Superior organizational skills, strong attention to detail, and great follow through on tasks.
• The ability to be an efficient self-starter and decision-maker that can act on instinct.
• A genuine interest in learning by helping and be a problem solver at heart.
• Availability to deliver quickly, across global time zones.
• A "compliance first" attitude to keep our regulators happy and enthusiastic about Flexport since we operate in a heavily regulated industry.

#LI-hybrid

Worried about not having any logistics experience? 

Don’t be! Our mission is to make global commerce so easy there will be more of it. That’s why it’s important to bring people from diverse backgrounds and experiences together with our industry veterans to help move the global logistics industry forward.

We know this industry is complex. That’s why we invest in education starting day one with Flexport Academy, a one week intensive onboarding program designed specifically to set every new Flexport employee up for success.

Last updated on Aug 28, 2024