Executive Assistant

About the role

We are seeking a highly organized, discreet, and proactive Executive Assistant to support the Country Manager of a large logistics organization. In this fast-paced role, you will help the Country Manager stay focused on business priorities by managing complex schedules, preparing for key meetings, coordinating communications, and keeping important actions moving across the country organization.

You will work with senior leaders and teams across operations, commercial, finance, human resources, and regional functions. The role calls for sound judgment, clear communication, strong follow-through, and the ability to handle sensitive information with care.

Key responsibilities

• Manage the Country Manager’s calendar, appointments, travel arrangements, and daily priorities.

• Coordinate internal and external meetings, including invitations, agendas, briefing materials, room or video-conference setup, and follow-up actions.

• Prepare, review, and format presentations, reports, correspondence, meeting notes, and other executive materials.

• Track decisions, commitments, and deadlines; follow up with owners to help ensure timely completion.

• Serve as a professional point of contact for senior leaders, employees, customers, suppliers, and other stakeholders.

• Coordinate domestic and international travel, including itineraries, bookings, expense documentation, and schedule changes.

• Handle confidential business, personnel, and commercial information with discretion.

• Support leadership events, town halls, customer visits, and country-level meetings.

• Process expense claims, invoices, purchase requests, and other administrative documentation in line with company procedures.

• Maintain organized records and shared files, and improve administrative processes where practical.

• Coordinate with regional and global support teams to ensure smooth communication and execution.

Qualifications and experience

• Bachelor’s degree or equivalent relevant experience.

• At least 5 years of experience supporting a senior executive; experience supporting a country manager, general manager, or regional leader is an advantage.

• Strong written and spoken English; fluency in [local language] is preferred or required, depending on the market.

• Strong working knowledge of Microsoft 365, including Outlook, Word, Excel, and PowerPoint.

• Experience coordinating complex calendars, travel, meetings, and executive communications.

• Experience in logistics, supply chain, transportation, manufacturing, or another operationally complex business is an advantage.

Skills and attributes

• Excellent organization and attention to detail.

• Strong judgment and the ability to prioritize competing requests.

• Clear, professional communication with people at all levels.

• Discretion and integrity when handling sensitive information.

• Calm, flexible, and solutions-focused in a changing environment.

• Reliable follow-through and confidence in prompting others for updates.

• Ability to work independently while building effective relationships across teams.

• Willingness to adjust working hours occasionally to support business needs across time zones.

What success looks like

• The Country Manager is well prepared for meetings, travel, and key decisions.

• Priorities and commitments are clearly tracked, with timely follow-up.

• Stakeholders receive accurate, professional communication.

• Confidential information and administrative processes are handled responsibly.

• The executive office runs smoothly, even when plans change at short notice.