Executive Assistant to CEO - IMEA Region

About The Role:

Reporting directly to the CEO of the Region (IMEA), the Executive Assistant provides support in a one-on-one working relationship. The candidate would serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The role also serves as a liaison to the Board of Directors and Senior Management teams and oversees special projects.

The Executive Assistant must be creative and should enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of complex situations, with strong written and verbal communication skills, administrative and organizational skills, and the ability to maintain a realistic balance amongst multiple priorities.

The Executive Assistant will have the ability to work independently on financial and analysis projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities:

1. Communicates directly and on behalf of the CEO, with Board members, staff, customers, beneficiaries, and others, on matters related to the CEO's strategy and initiatives.
2. Conduct thorough data analysis to support delivery of strategic projects.
3. Provide strategic and tactical support to key business units, ensuring achievement of aspirations and budget through implementation of transformation agenda and defined growth plans.
4. Build capabilities across the organization, focused on business planning and implementation.
5. Deliver small to medium projects with minimum supervision.
6. Maximize synergies across business units on key projects, resulting in revenue generation and cost reduction.
7. Assist in the production of financial statements and applications, preparation of spreadsheets, reports, and correspondence as required.
8. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
9. Plan, organize and manage own workload to ensure contribution to the company's monthly financial reporting process is achieved in a timely and accurate manner.
10. Control all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
11. Prepare reports, documents, and presentations.
12. Conduct research, collect and analyze data to prepare reports and documents as required by the CEO.
13. Track the deliverables of the senior team on behalf of the CEO, ensuring that tasks are completed and deadlines are met as agreed with the CEO.
14. Provide a bridge for smooth communication between the office of the CEO and internal departments, demonstrating leadership to maintain credibility, trust, and support with Senior Management staff.
15. Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
16. Plan, coordinate, and ensure the CEO's schedule is followed and respected.
17. Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
18. Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the CEO, some of which may have organizational impact.
19. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
20. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
21. Travel when required.
22. Communicate with the Head Office in Germany.
23. Present information to key stakeholders on the CEO's behalf.

Behavioral Competencies and Soft Skills:

1. Strategic Agility: Manages their part of the company in the achievement of those strategies that will ensure the organization delivers on its business goals.
2. Business Acumen: Makes business decisions that have a positive impact on the profitability of the company, in order to improve the organization’s financial position.
3. Decision Making: Deliberates information, evaluates options, demonstrates decisiveness, and implements effectively.
4. Diversity & Cultural Awareness: Cultural awareness and sensitivity relating to multi-nationalities.

Skills:

1. Bachelors/Master's in Business Administration
2. Minimum 6-8 years of work experience in a similar role
3. Experience in freight forwarding preferable
4. Proficient in all Microsoft Office applications (Excel, Word, and PowerPoint)
5. Communicate professionally in English