EXECUTIVE ADMINISTRATIVE ASSISTANT

Executive Administrative Assistant

The Executive Administrative Assistant provides comprehensive, high-level administrative and operational support to the President and Executive Leadership Team of a fast-paced logistics organization. This role requires exceptional judgment, discretion, organization, and professionalism. The ideal candidate is highly experienced, proactive, and comfortable navigating complex priorities, executive-level communication, and sensitive matters. This position serves as a trusted partner to executive leadership, ensuring seamless day-to-day operations, effective communication, and strong coordination across the organization.

Essential functions and responsibilities include:

• Provide full-spectrum executive administrative support to the President and Executive Leadership Team
• Manage complex calendars, including scheduling across multiple time zones, prioritizing meetings, and resolving conflicts.
• Coordinate executive travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
• Prepare executives for meetings by assembling materials, agendas, briefing documents, and follow-ups.
• Draft, review, and manage high-level correspondence, presentations, and reports.
• Handle sensitive and confidential information with the highest level of discretion.
• Communicate professionally and effectively with senior leaders, board members, customers, and partners.
• Coordinate executive meetings, leadership offsites, board meetings, and special events.
• Track action items, deadlines, and follow-ups to ensure commitments are met.
• Support execution of strategic initiatives by managing logistics, documentation, and timelines
• Anticipate executive needs and proactively resolve issues before they escalate.
• Partner with departments across the organization to ensure alignment with executive priorities.
• Act as a central point of coordination for leadership initiatives and communications.
• Assist with special assignments as needed.
• May be required to perform tasks beyond those explicitly listed in this role.

Functional requirements include:

• Minimum 10 years of experience supporting a President/CEO and Executive Leadership Team
• Proven experience working in a fast-paced, complex, and dynamic environment.
• Exceptional organizational, time-management, and multitasking skills
• Highly professional demeanor with strong executive presence
• Demonstrated ability to handle conflict, sensitive situations, and competing priorities with confidence and discretion.
• Outstanding written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with collaboration tools.
• Ability to work independently, exercise sound judgment, and always maintain confidentiality.
• Experience supporting executives in logistics, transportation, supply chain, or operations-driven organizations.
• Experience coordinating board meetings and senior leadership events.

Additional requirements include:

• Ability to work 40 hours per week or more if required
• Ability to lift and/or carry up to 20 lbs. unassisted
• May require repetitive use of arms, hands, and fingers
• May require prolonged periods of sitting and/or driving throughout the workday
• Willing to travel to various job sites and other locations
• Valid driver's license and proof of insurability required when job duties require use of motor vehicle
• Requires exercising discretion in the decision-making process and maintaining strict confidentiality concerning the vendor, employee and company proprietary related information

EEO STATEMENT: General Logistics Systems US is an Equal Employment Opportunity (EEO) employer and is committed to a diverse workforce. We welcome all qualified applicants to apply to GLS, and we strive to select the best qualified applicant for each position in our organization. Applicants will receive fair and impartial consideration without regard to race, sex, color, national origin, age, disability, veteran status, genetic data, gender identity, sexual orientation, religion or other legally protected status, or any other classification protected by federal, state, or local law. GLS complies with all laws and regulations relating to employment discrimination and is always committed to doing what's right.