Executive Assistant

Position Overview

Reporting directly to the Vice President and Managing Director, the Executive Assistant plays a vital role in providing extensive administrative and executive support to ensure seamless daily business functions. This position demands utmost professionalism, discretion, and sound decision-making skills, especially when dealing with sensitive matters and prioritizing executive needs.

Key Duties and Responsibilities

• Deliver full executive, administrative, and personal assistance to the Vice President and Managing Director, overseeing efficient daily operations management.
• Organize and manage complex calendars, appointments, meetings, and travel logistics, including flights, accommodations, ground transportation, visa processing, and expense reimbursements.
• Act as the primary liaison for internal teams and external partners, facilitating clear communication and coordination across local, regional, and global stakeholders.
• Arrange meetings, leadership functions, and official visits by handling venue bookings, preparation of materials, event logistics, and catering services; assist during events as needed.
• Manage visits from government officials and key external parties in collaboration with relevant departments to ensure smooth execution of all arrangements.
• Track and follow up on projects, cross-departmental initiatives, and action items on behalf of the Vice President and Managing Director, working closely with involved parties to meet deadlines, comply with policies, and deliver outputs.
• Compile, consolidate, and review various business documents including reports, presentations, and correspondence; communicate on behalf of the executive when delegated.
• Coordinate IT and office equipment setup and maintenance, including mobile devices and software support, liaising with internal teams for the Vice President and Managing Director.
• Maintain meticulous records and confidential files with effective document management practices; remain responsive to business needs, occasionally working outside regular hours to support executive operations across different time zones.
• Undertake additional duties, special projects, and ad hoc tasks as assigned by the Vice President and Managing Director.

Candidate Requirements

• Minimum secondary school education or equivalent accompanied by a minimum of five years' experience in an Executive Assistant, Executive Administrator, or comparable position, ideally within a fast-paced multinational company.
• Proven track record supporting senior-level executives with high standards of professionalism, discretion, confidentiality, and attention to detail.
• Excellent skills in planning, organizing, and time management with the capacity to juggle multiple priorities efficiently under tight deadlines in a dynamic setting.
• Strong verbal and written communication abilities, adept business writing, and proofreading skills, enabling effective relationship building at all organizational levels.
• Robust interpersonal and stakeholder engagement capabilities, with demonstrated ability to collaborate, influence, exercise sound judgment, and keep stakeholders well-informed.
• Advanced proficiency in Microsoft Office 365 suite, especially Excel and PowerPoint, to produce polished presentations, reports, charts, and graphs.
• Competent in workplace communication technologies such as Microsoft Teams, Zoom, Webex, video conferencing tools, collaboration platforms, and mobile technology.
• Experience operating within large matrix organizations, coordinating activities and meetings across various teams, regions, and time zones.

Company Overview

FedEx ranks among the world's largest express transportation firms and is regularly celebrated as one of the top 10 World's Most Admired Companies by Fortune magazine. With delivery services spanning over 220 countries and territories, FedEx excels through its exceptional team dedicated to outstanding customer service and innovative transportation solutions.

Corporate Philosophy and Culture

Grounded in the People-Service-Profit (P-S-P) philosophy, FedEx prioritizes its people, which in turn guarantees superior service quality and business profitability reinvested into growth and employee development. This ethos fosters a collaborative atmosphere encouraging innovation and valuing employee well-being and contributions. The unique culture, cultivated since the 1970s, is a key factor in FedEx's sustained success and competitive edge in the global market.

Diversity and Inclusion

FedEx is an equal opportunity and affirmative action employer committed to fostering a diverse, fair, and inclusive workplace that upholds equitable treatment and equal growth prospects for all employees. All qualified candidates will be considered regardless of age, race, color, national origin, genetics, religion, gender, marital status, pregnancy, physical or mental disability, or other protected characteristics under applicable laws.