Job Description
Job Summary: The Executive Assistant Logistics & Motorpool Operations provides high-level administrative and operational support to senior management while overseeing logistics and motorpool-related functions. This role requires strong organizational skills, discretion, and operational discipline, with a background in logistics, motorpool, or related fields. A military background is an advantage but not required.
Key Responsibilities
Executive Assistant Functions:
- Provide direct administrative support to executives, including calendar management, assist in strategic planning, meeting coordination, and travel arrangements
- Prepare correspondence, reports, presentations, and briefing materials for management
- Handle confidential and sensitive information with professionalism and discretion
- Act as a liaison between executives, internal departments, and external partners
- Monitor follow-ups, deadlines, and action items to ensure timely completion
- Support executive-level planning, scheduling, and decision-making processes
- Support the implementation and monitoring of administrative security affairs policies and procedures
- Liaise with security personnel, service providers, and management on security-related matters
Logistics & Motorpool Operations
- Oversee vehicle and fleet utilization, availability, and maintenance scheduling
- Coordinate transport and logistics requirements to support company operations
- Maintain accurate records of vehicle usage, fuel consumption, repairs, and inventory
- Ensure compliance with safety standards, company policies, and operational procedures
- Coordinate with drivers, mechanics, vendors, and logistics partners to resolve issues
- Assist in planning and implementing improvements to logistics and fleet operations
Administrative Security Functions
- Support the implementation and monitoring of administrative security affairs policies and procedures
- Coordinate access control records, visitor logs, ID issuance, and security documentation
- Assist in incident reporting, investigations, and follow-up actions
- Liaise with security personnel, service providers, and management on security-related matters
Qualifications And Requirements
- Background in Logistics, Motorpool/Fleet Management, or related field Military experience is an advantage but not required
- Proven experience as an Executive Assistant, Administrative Officer, or similar role preferred
- Strong organizational, multitasking, and time-management skills
- Excellent communication and coordination abilities
- High level of professionalism, discretion, and attention to detail
- Proficient in basic office applications and reporting tools
Preferred Skills
- Experience supporting senior executives or management teams
- Familiarity with fleet management or logistics systems
- Ability to work independently and handle multiple priorities
