Job Description
Role
As Executive Assistant you will provide high-level administrative support, to the Senior Logistics Director at Trojena, this position requires an organized, proactive, and detail-oriented professional who can handle a wide variety of administrative and executive support tasks, manage projects, and coordinate logistics activities. The role will involve managing schedules, organizing meetings, preparing reports, coordinating communications, and assisting with strategic logistics initiatives that align with the projects vision for a sustainable and innovative Logistics network.
Responsibilities:
- Provide comprehensive administrative support to the Senior Logistics Director, including calendar management, scheduling meetings, and handling travel arrangements.
- Coordinate and prioritize daily activities, ensuring the Senior Logistics Director is prepared for meetings, presentations, and other engagements.
- Prepare, edit, and proofread correspondence, reports, and presentations for internal and external stakeholders.
- Handle sensitive and confidential information with discretion and professionalism.
- Serve as the primary point of contact between the Senior Logistics Director and internal/external stakeholders, including senior management, department heads, and external partners.
- Coordinate logistics-related communications, ensuring clarity, timely responses, and alignment with projects strategic goals.
- Assist in the planning, coordination, and execution of logistics projects and initiatives, tracking project milestones and deadlines.
- Liaise with other departments and teams within project to ensure smooth implementation of logistics and transportation plans.
- Monitor project timelines, budgets, and resources, providing updates and recommendations to the Senior Logistics Director as needed.
- Compile and analyze data related to logistics operations, creating reports and presentations for management meetings.
- Assist in preparing regular updates and reports on the progress of logistics projects and key performance indicators (KPIs).
- Organize travel arrangements for the Logistics Director, including flight bookings, hotel accommodations, and transportation logistics for business trips.
- Coordinate logistics for events, conferences, and meetings involving the Logistics Director, ensuring all logistical needs are met.
- Assist in managing external events or site visits by preparing materials, coordinating schedules, and ensuring all details are arranged in advance.
Skills
Qualifications and Experience:
- Bachelor’s degree in Business Administration, Logistics, or a related field (preferred).
- Minimum of 5 years of experience in an executive assistant or administrative support role, preferably in logistics, transportation, or related industries.
- Experience supporting senior executives, including managing complex calendars, travel arrangements, and multi-faceted projects.
- Proven ability to manage a high-volume workload, prioritize tasks, and handle multiple deadlines simultaneously.
- Familiarity with logistics or supply chain management is highly desirable.
- Strong organizational and time-management skills, with the ability to prioritize and multitask effectively.
- Excellent written and verbal communication skills, with the ability to draft professional correspondence and documents.
- Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and other office management software.
- Strong interpersonal skills with a high level of professionalism and confidentiality.
