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Executive Assistant

Team

Client Solutions, SMB

Location

Chicago, Dallas

Executive Assistant

Support Flexport's leadership team.

The opportunity:

We're looking for an Executive Assistant to support senior leaders across a few disciplines in our growing Sales organization. Flexport continues to experience dramatic growth in all of our teams. You will be responsible for ensuring the schedule is optimized, and work alongside the leaders in the Global Key Accounts (GKA) and SMB business lines to maximize their ability to focus on their team’s key priorities in supporting Flexport’s continued success. 

This role will play a critical role in ensuring the agility of the GKA and SMB teams by ensuring a clear and concise communication line between their leaders, the teams they oversee and both internal and external stakeholders. You will work cross functionally with Flexport’s executives, and their admins, as well as subject matter leaders within the company to proactively engage them in all phases of the customer relationship. 

You will:

  • Manage internal and external meetings and domestic and global travel schedules
  • Draft, edit, and maintain organizational communications: All-Hands decks, QBR materials, and other written documents 
  • Collaborate with the account management team to ensure appropriate leadership from throughout Flexport is engaged with our customers
  • Implement and track initiatives for the organization; make sure deadlines are met in a timely manner
  • Attend team meetings as needed, taking notes and tracking action items
  • Help to drive culture and engagement in the organization where needed 
  • Maintain confidentiality and protect operations by having a high level of discretion
  • Implement and track initiatives for the organization; make sure deadlines are met in a timely manner 
  • Act as the primary facilitator for internal and external individuals on matters pertaining to leader access; you are the local expert and go-to resource for general requests and questions; you are the keeper of all team resources
  • Help prioritize conflicting needs along with your leaders, and help them keep track of short and long-term responsibilities and commitments
  • Prepare and submit expense reports per policy
  • Take ownership and work independently on assigned projects from start to finish

You should have:

  • You have a BA/BS degree and 3+ years of administrative support
  • You pay attention to details. Being right the first time matters a lot to us
  • You possess strong written and verbal communication skills and feel comfortable interacting with internal and external partners
  • You work well under pressure in a fast-paced time sensitive environment
  • You have strong organizational skills and proactively follow through on tasks
  • You are a problem solver at heart with a genuine interest in learning by helping
  • You are available to deliver quickly, across global time zones, in multiple languages, and from locations all over the world. We need you not only to keep the trains running on time, but to speed them up
  • You love to work awfully hard and have a blast doing it. Our team believes what we’re doing is changing the world for the better, and we play to win
  • You are an efficient self-starter and decision-maker that can act on instinct 
  • You are skilled in the common office productivity suites (GSuite, Microsoft Office, etc), as well as other electronic communications and technologies
  • You have experience in a start-up environment (this is a plus!)
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