Executive Assistant

OEC Group; Village of New Hyde Park (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Full Health Insurance Coverage (Med/Vi

Life and Accidental Insurance Coverage

Vacation/ Personal/ Floating Days

401K Retirement Plan with up to 3%

Job summary

OEC Group is seeking an experienced administrative professional to support the Vice Presidents of Sales, Operations, Pricing, and Accounting. You will manage calendars, schedule across time zones, screen inquiries, and prepare presentations and reports.

In addition to coordinating travel and events, you’ll handle expense reports in SAP Concur and contribute to cross-departmental initiatives. Mandarin is a plus for this role in a dynamic New York office environment.

Qualifications

• Minimum of 3 years of relevant administrative or executive support experience, preferably supporting senior management or multiple executives.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Proactive, resourceful, and detail-oriented, with the ability to anticipate needs and work independently.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, employees, clients, and business partners.
• Strong problem-solving skills, sound judgment, and the ability to handle confidential and sensitive business information.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to work collaboratively across departments and adapt to changing business needs.
• Experience with SAP Concur and CRM systems is preferred.
• Mandarin Chinese language skills are preferred but not required.

Responsibilities

• Provide proactive administrative support to Vice Presidents of Sales, Operations, Pricing, and Accounting in coordination with Head of Administration.
• Manage executive calendars, meetings, appointments, and communications across time zones.
• Screen and prioritize calls, emails, and meeting requests, responding to routine inquiries as authorized.
• Coordinate meeting preparation, agendas, presentations, materials, and follow-up items.
• Prepare and update PowerPoint presentations, reports, spreadsheets, and other business documents.
• Prepare, reconcile, and submit executive expense reports through SAP Concur.
• Support departmental projects and business initiatives through scheduling, progress tracking, documentation, and follow-up.
• Coordinate cross-departmental communications and administrative activities to support business objectives.
• Maintain departmental records, reports, and information in CRM platforms and other business systems.
• Assist with special projects and additional administrative assignments as needed.
• Coordinate domestic and international business travel, including flights, hotels, transportation, itineraries, and required documentation.
• Assist with planning conferences, trade shows, client visits, and other business events.
• Coordinate client dinners, business meetings, team meals, and related reservations.
• Support client relationship activities through business gifts, holiday cards, and other correspondence.
• Welcome and assist visiting executives, clients, and business partners.
• Collaborate with the Office Coordinator and Administration team to provide administrative coverage and improve operational efficiency.
• Communicate regularly with the Head of Administration regarding workload, priorities, and support needs.
• Perform other related duties and special projects as assigned.

Skills

Executive support

Organization

Time management

Prioritization

Multitasking

Mandarin (preferred)

Tools

SAP Concur

CRM systems

Microsoft Office

Outlook

Excel

PowerPoint

Job description

OEC Group offers a competitive salary, a full benefits package, opportunities for professional growth and so much more!

What we’re looking for…

• Minimum of 3 years of relevant administrative or executive support experience, preferably supporting senior management or multiple executives.
• Strong organization, attentionto detail, prioritization and multi-tasking skills are a must.
• Fluency in Mandarin is a plus

About the Position

• Provide proactive administrative support to the Vice Presidents of Sales, Operations, Pricing, and Accounting in coordination with the Head of Administration.
• Manage executive calendars, meetings, appointments, and communications, including scheduling across time zones and coordinating with internal and external stakeholders.
• Screen and prioritize calls, emails, and meeting requests, responding to routine inquiries as authorized.
• Coordinate meeting preparation, agendas, presentations, materials, and follow-up items.
• Prepare and update PowerPoint presentations, reports, spreadsheets, and other business documents.
• Prepare, reconcile, and submit executive expense reports through SAP Concur.
• Support departmental projects and business initiatives through scheduling, progress tracking, documentation, and follow-up.
• Coordinate cross-departmental communications and administrative activities to support business objectives.
• Maintain departmental records, reports, and information in CRM platforms and other business systems.
• Assist with special projects and additional administrative assignments as needed.
• Coordinate domestic and international business travel, including flights, hotels, transportation, itineraries, and required documentation.
• Assist with planning conferences, trade shows, client visits, and other business events.
• Coordinate client dinners, business meetings, team meals, and related reservations.
• Support client relationship activities through business gifts, holiday cards, and other correspondence.
• Welcome and assist visiting executives, clients, and business partners.
• Collaborate with the Office Coordinator and Administration team to provide administrative coverage and improve operational efficiency.
• Communicate regularly with the Head of Administration regarding workload, priorities, and support needs.
• Perform other related duties and special projects as assigned.

Work Schedule

New York Office 9:00 am – 6:00 pm EST

<10% of travel required, may be responsible for visiting event venues, etc.

Qualifications

• Minimum of 3 years of relevant administrative or executive support experience, preferably supporting senior management or multiple executives.

• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.

• Proactive, resourceful, and detail-oriented, with the ability to anticipate needs and work independently.

• Excellent written and verbal communication skills, with the ability to interact professionally with executives, employees, clients, and business partners.

• Strong problem-solving skills, sound judgment, and the ability to handle confidential and sensitive business information.

• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

• Ability to work collaboratively across departments and adapt to changing business needs.

• Experience with SAP Concur and CRM systems is preferred.

• Mandarin Chinese language skills are preferred but not required.

Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Office.

Salary

$70,000 - $80,000 annually based on education and experience level.

Perks & Benefits of OEC Group

After successfully completing and passing a standard 90-day introductory period the employee is provided with the following benefits package. This includes:

• Full Health Insurance Coverage (Medical Vision and Dental)
• Life and Accidental Insurance Coverage
• Vacation/ Personal/ Floating Days
• 401K Retirement Plan with up to 3% company match

About OEC Group

Established in 1981, OEC Group is one of the leading NVOCC freight forwarding companies. We provide our customers with import and export services, as well as, door-to-door services for both international and domestic needs. We remain competitive by offering a wide range of logistics services, including: ocean and air freight, rail, trucking, warehousing and distribution, customs brokerage, cargo insurance and more.

Company Culture

OEC Group provides a fun, family-oriented work culture. We are a well-established company that is continually growing and looking for strong team players. We often host company outings such as team dinners, holiday parties, company picnics, and team building activities!

OEC Group is an Equal Opportunity Employer.