Executive Administrator

Job description

Job Overview

The Executive Administrator will provide administrative support to executives ensuring the smooth operation of the office. The ideal candidate will be highly organised, detail-oriented, and capable of managing multiple tasks efficiently. Typical

Duties and Responsibilities

Manage and organise schedules, appointments, and travel arrangements. Prepare and edit correspondence, reports, and presentations. Maintain diaries and regularly manage the mailbox.

Meeting coordination

scheduling, attending, minute-taking, and follow-ups Manage meeting records and travel management (using Concur)

Expense submissions (using Concur) Report delivery

weekly/monthly executive reports General admin support for leadership Build internal networks to facilitate these tasks Maintain filing systems and ensure confidentiality of sensitive information.

Performance Expectations

Job Execution : Consistently completes quality work that matches job expectations. Is committed to operational excellence and continuous improvement for own job function and across the network. All activities are compliant with company policies/procedures and code of business conduct and with government regulations.

Expeditors Key Performance Expectations

Exceptional Customer Service: Exceeds customer expectations by anticipating, understanding and meeting needs. Is proactive and when issues arise, is timely and resolute in solving problems, including escalating to management when necessary. Builds rapport and exhibits empathy during interactions, and consistently strives to improve customer satisfaction with customers. (This skill expectation applies both externally (customers, service providers) and internally (other Expeditors offices/employees).

Reliability

• Consistently meets deadlines. Is punctual and can be relied on for planning purposes. Is organized, manages own time effectively and can prioritize.

Collaboration

• Displays a willingness to accomplish not only his/her own job responsibilities without the need for constant prodding but is willing, without request, to aid and assist others to the benefit of the company and/or customers.

Works in harmony with superiors and fellow workers without incident or delay.

Communication

• Effectively listens to others and communicates (verbal and written) in a professional manner, both internally and externally. Provides relevant and timely information to co-workers, customers and service providers.

Answers phone calls and responds to voicemails, emails and other communication according to Expeditors' standards.

Culture

• Exhibits and promotes the company’s 10 cultural attributes: Appearance, Attitude, Confidence, Curiosity, Excellence, Integrity, Pride, Resolute, Sense of Humour, and Visionary.

Personal Growth and Development

• Participates in training within the company’s guidelines, completing at least 52 hours of relevant training per year. Completes required training in a timely m

Qualifications

Previous experience as a personal assistant or in a similar administrative role is essential.

Required Skills

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent verbal and written communication skills. Strong organisational and time management abilities. Proactive and able to work independently with minimal supervision. Strong problem-solving skills and attention to detail.