Executive Assistant

• 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.
• Fluency in Mandarin is a plus

• 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.

New York Office 9:00 am – 6:00 pm EST

<10% of travel required, may be responsible for visiting event venues, etc.

• 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. 

• Experience with SAP Concur and CRM systems is preferred. 

• Mandarin Chinese language skills are preferred but not required. 

To perform this job successfully, an individual should have knowledge of Microsoft Office.   

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

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.

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!

OEC Group is an Equal Opportunity Employer.

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