Executive Assistant

Executive Assistant

Crane Worldwide Logistics is a leader in supply chain solutions with over 130 locations across 30 countries providing individual services that address our client's logistics challenges.

Job Summary:

The Executive Assistant to the India Managing Director will provide high-level executive, administrative, and operational support to the MD while ensuring smooth functioning of office administration activities. The role requires strong coordination skills, confidentiality, business communication abilities, and multitasking capabilities in a fast-paced freight forwarding environment.

The incumbent will act as a key point of coordination between internal teams, global stakeholders, vendors, customers, and leadership while also managing administration and office operations responsibilities.

Key Responsibilities:

• Manage and maintain the Managing Director's calendar, appointments, meetings, and travel schedules.
• Coordinate domestic and international travel arrangements including flights, hotel bookings, visas, transport, and itineraries.
• High degree of confidentiality, integrity, and compliance adherence is a pre-requisite for this role.
• Organize leadership meetings, business reviews, customer visits, and conference calls across global time zones.
• Prepare presentations, reports, MOMs (Minutes of Meeting), dashboards, and business correspondence.
• Screen calls, emails, and meeting requests while prioritizing urgent matters.
• Maintain confidential records, documents, contracts, and management files.
• Follow up with internal departments for pending action items and ensure timely closure.
• Coordinate with global teams, regional offices, customers, and vendors on behalf of the MD.
• Support leadership in preparation of MIS reports, performance reviews, and management presentations.
• Handle sensitive and confidential information with professionalism and discretion.
• Assist in event management, leadership visits, townhalls, and employee engagement activities.
• Draft professional emails, business letters, and communication for management review.
• Track important deadlines, renewals, and compliance-related submissions.

Administration Responsibilities:

• Oversee day-to-day office administration and ensure smooth office operations.
• Manage office facilities, housekeeping, pantry, stationery, courier, security, and maintenance activities.
• Coordinate with vendors and service providers for AMC, office supplies, repairs, and facility management.
• Monitor office asset management and maintain inventory records.
• Support onboarding arrangements for new employees including workstation readiness and access coordination.
• Ensure office compliance with health, safety, and company policies.
• Coordinate employee travel bookings and accommodation arrangements as required.
• Manage admin budgets, vendor invoices, and payment coordination with finance teams.
• Liaise with building management and external agencies for office-related matters.
• Support employee engagement events, celebrations, and internal administrative arrangements.
• Ensure proper maintenance of meeting rooms, conference facilities, and office infrastructure.

Key Skills & Competencies:

• Excellent verbal and written communication skills.
• Strong coordination and stakeholder management abilities.
• High level of professionalism and confidentiality.
• Strong organizational and multitasking skills.
• Ability to work under pressure and manage priorities effectively.
• Proficiency in MS Office (Excel, PowerPoint, Word, Outlook, Teams).
• Good understanding of business etiquette and corporate communication.
• Experience in handling global meeting schedules and multiple time zones.
• Vendor management and office administration expertise.
• Problem-solving mindset with attention to detail.

Qualification & Experience Required:

• 8–15 years of experience as Executive Assistant / Senior Executive Assistant / Administration Executive.
• Prior experience supporting senior leadership preferred.
• Experience in Freight Forwarding, Logistics, Shipping, Supply Chain, or MNC environment will be highly preferred.
• Bachelor's degree or related field.
• Additional certification in Administration or Executive Assistance will be an added advantage.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.