Why project44?
At project44, we’re on a mission—to make supply chains work.
We revolutionize supply chains with our High-Velocity Supply Chain Platform. As the connective tissue of the supply chain, project44 optimizes global product movement, delivering unparalleled resiliency, sustainability, and value for our customers. We operate the world's most trusted end-to-end visibility platform, tracking over 1 billion shipments annually for 1,300 leading brands across industries including manufacturing, automotive, retail, life sciences, food & beverage, and oil, chemical & gas. Our High-Velocity platform eliminates supply chain friction, enabling sophisticated inventory control, exceptional customer experience, and predictive analytics through machine learning and automation.
About the Role:
The Executive Administrative Specialist will provide high-level administrative support to our executive team, managing schedules, communications, and key administrative tasks. This role requires a detail-oriented individual with strong communication skills and a proactive approach to problem-solving.
Key Responsibilities:
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Calendar Management: Handle complex calendar management, ensuring effective scheduling and prioritization of meetings, travel, and events for executives.
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Travel & Itinerary Coordination: Organize domestic and international travel, including itinerary creation and adjustments to ensure seamless travel experiences for executives.
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Executive Communication: Serve as the first point of contact, handling correspondence with senior internal and external stakeholders, including clients, vendors, and board members.
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Meeting & Event Planning: Coordinate and prepare for executive meetings, including agenda preparation, note-taking, and logistics management for onsite and offsite gatherings.
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Document Management: Prepare and manage sensitive documents, create presentations, and ensure the accurate organization of executive files and records.
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Expense & Budget Management: Manage expense reports and budget tracking, ensuring timely processing of expenses and accurate reporting using systems such as Concur and Expensify.
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Project Support: Assist with special projects and ad hoc requests as directed by executives, providing research, data entry, and reporting as needed.
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Problem Solving & Decision-Making: Proactively resolve scheduling conflicts, anticipate needs, and make informed decisions to optimize executive workflow.
Qualifications:
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Technical Proficiency: Advanced skills in Microsoft Office Suite (Excel, PowerPoint, Word) and experience with calendar and travel management tools. Knowledge of Concur and Expensify is preferred.
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Exceptional Organizational Skills: Ability to multitask effectively, prioritize tasks, and manage time efficiently in a fast-paced environment.
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Professional Communication: Strong verbal and written communication skills, with a keen sense for professionalism when interacting with stakeholders at all levels.
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Adaptability & Discretion: Demonstrated discretion in handling confidential information and the flexibility to adapt to changing priorities.
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Experience: 4+ years of executive administrative experience, supporting C-suite or senior executives, ideally within a dynamic, high-growth environment.
Diversity & Inclusion
We're designing the future of how the world moves and is connected through trade and global supply chains. We can only deliver a truly world-class product and experience if our teams are as diverse and unique communities we are building for. So it's up to us to create a company where anyone can bring their authentic self to work everyday. We're constantly working to improve, and we accept our responsibility to elevate the voices left in the margins. It's on every one of us.
Our focus on inclusion manifests in the way we hire, the customers we serve, and the regions we prioritize. We're building a company that every one of us at project44 is proud to work for: a company that celebrates you for being you.
We pride ourselves on celebrating everyone — project44 is an equal opportunity employer actively working on creating a diverse and inclusive work environment where underrepresented groups can thrive. If you share our values and our passion for helping the way the world moves, we’d love to review your application!
For any needed accommodations during the hiring process, please email [email protected]. Even if you don’t meet 100% of the above qualifications, you should still seriously consider applying. Studies show that you can still be considered for a role if you meet just 50% of the role’s requirements.
More about project44
Since 2014, project44 has been transforming the way one of the largest, most important global industries does business. As transportation and logistics continues to evolve and customer expectations around delivery become more demanding, industry technology must rise to the occasion. In just a few short years, we’ve created a digital infrastructure that eliminates the inefficiencies caused by dated technology and manual processes. Our Advanced Visibility Platform is used by the world’s leading brands to track shipments, collaborate with supply chain partners, drive operational efficiencies, and create outstanding customer experiences.
