Executive Assistant

About oecgroup

• 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.

Responsibilities

• 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.

Requirements

• 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, attention to detail, prioritization and multi-tasking skills are a must.
• 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.
• Mandarin Chinese language skills are preferred but not required.
• To perform this job successfully, an individual should have knowledge of Microsoft Office.

Preferred

• Experience with SAP Concur and CRM systems is preferred.

Pay

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

Benefits

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

Work Schedule

New York Office 9:00 am – 6:00 pm EST <10% of travel required, may be responsible for visiting event venues, etc.

OEC Group is an Equal Opportunity Employer. #LI-Onsite