Executive Assistant, Surface Transportation

• Demonstrable experience in the key responsibilities of the role, as described above in the job posting. • Extensive experience as an Executive Assistant, Personal Assistant or Secretarial experience at Director or Senior leadership level. • Experience with executive level calendar management, domestic or international travel coordination. • Advanced MS Office knowledge (Word, Excel, Outlook, PowerPoint). • High proficiency of English; open to other EU languages.
Amazon is seeking a highly motivated, quick-thinking, customer obsessed Executive Assistant with a history of high performance to support the Operations Director. Is at the heart of the Amazon customer experience, working hard to deliver customer orders and ensure that our customers receive what they want, when they want it. The successful candidate will work closely with other Executive Assistants throughout the Operations organization, and the wider company. You will possess the ability to complete high volumes of tasks, varying projects, and organize important events through planning accurately and efficiently with little or no guidance. You will be able to react with the appropriate level of urgency to situations that require a quick response or turnaround. You will be comfortable taking action without having to know the full picture and will efficiently solve difficult or complex problems that affect people within the department or other related groups. You should ideally have knowledge and experience of working with a global team across multiple time zones, languages and exposure to international cultures. The ability to meet tight deadlines, work in a highly ambiguous environment and switch gears at a moment's notice is a requirement. Candidates should demonstrate an understanding of business structure as well as the desire and aptitude for learning new concepts quickly. High levels of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is required. In addition, exceptional written and oral communication skills, high attention to detail, bias for action and detailed planning and organizational skills are a must. Advanced knowledge of Microsoft Office and Outlook tools is also required. Key job responsibilities The EA will manage critical meetings in a fast-paced environment. Our ideal EA candidate is organized, innovative, knowledgeable, and forward-thinking when it comes to ensuring smooth operations. The position requires the capacity to work successfully in a team environment as well as attention to detail, efficient organizational skills, and the ability to meet tight deadlines. The EA will lead a team of Executive Assistants in Surface Transportation organization in EU and India. There are no direct reports, but this role will be leading and mentoring the team. The successful candidate will possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture. Some flex hours may be required. • Proactively manage executive's complex calendars with attention to accuracy, detail, and allocation of time to promote productivity and recognize the need to re-prioritize as appropriate. • Travel coordination, domestic and international. Create detailed travel itineraries and coordinate with in-house travel agents to ensure smooth transitions between time zones; manage international travel processes including passport, visas, and any other applicable documentation. • Organize and manage meetings (may include setting agendas and driving follow-up of action items), off-sites, on-sites, and team-based social events, with associated budgets and logistics. International travel is required. • Process expense reports and invoices. • Act as liaison between the Director, their directs and associated teams. • Work in partnership with org leaders, functional business partners (e.g., Finance, HR) and other EAs to provide seamless support to the Directors and their teams. • Understand the business priorities and identify process improvements to create efficiency and scale for the Senior Leaders and their leadership teams. • Tracking and driving completion of key deliverables and follow-up on outstanding items. • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting various documents and correspondence, and other tasks that facilitate the Directors ability to effectively lead their teams. • Support annual operational planning process, business planning and performance review cycles.