What are the responsibilities and job description for the Executive Assistant position at JAS Worldwide?
JAS is an international, non-asset-based supply chain services and solutions company. Our services include air and ocean freight forwarding, contract logistics, customs brokerage, distribution, inbound logistics, truckload brokerage and other supply chain management services, including consulting, the coordination of purchase orders and customized management services.
The Executive Assistant provides dedicated support to the Regional Vice President while also helping support key regional initiatives. This role involves managing schedules, analyzing data, preparing impactful presentations, and coordinating strategic meetings. It demands strong analytical skills, exceptional organization, and the ability to handle high-level executive functions.In addition to executive support, this position plays a key role in regional QHSE and sustainability efforts, working closely with the US QHSE Manager to ensure branch compliance and audit readiness.
ESSENTIAL FUNCTIONS:
- Provide executive support to the Regional Vice President, including managing calendars, scheduling meetings, and handling communications.
- Organize and coordinate strategic meetings, including agenda preparation, logistics, and follow-ups.
- Prepare detailed reports, presentations, and visualizations to support decision-making.
- Collect, analyze, and interpret data to identify trends and insights.
- Maintain and update databases, spreadsheets, and tracking systems.
- Work with the US QHSE Manager to ensure branch compliance with standards and maintain audit readiness.
- Support and drive sustainability and philanthropy projects across regional branches.
- Lead employer branding initiatives, including reward & recognition and influencer programs.
- Assist HR with new hire experiences and administrative support.
- Plan and execute regional events, ensuring seamless coordination and execution.
- Provide reporting and administrative support to the RVP, tracking key initiatives and deadlines.
- Assist with special projects, conducting research and compiling information as needed.
- Act as a key point of contact for internal and external stakeholders, maintaining professional relationships.
- Monitor project timelines and ensure deliverables are met.
- Handle and prioritize correspondence, including emails, phone calls, and document preparation.
- Ensure all presentations and reports are accurate, polished, and aligned with executive objectives.
QUALIFICATIONS:
- Strong analytical skills with the ability to interpret data and create insightful reports.
- Proficiency in presentation software (e.g., Microsoft PowerPoint, Google Slides) and data analysis tools (e.g., Excel, PowerBi).
- Exceptional organizational and time-management abilities.
- Excellent written and verbal communication skills.
- High level of discretion and confidentiality.
EDUCATION AND EXPERIENCE:
- Associate’s or Bachelor’s degree in Business Administration, Data Analysis, or a related field preferred.
- Minimum of 5 years of experience as an Executive Assistant or in a similar administrative role with a focus on data analysis and presentation creation.
- Knowledge of the logistics/freight forwarding industry is a plus.
ENVIRONMENT:
100% performed in climate-controlled internal office environment working under normal office conditions. Travel up to 15% may be required in this role.
While performing the duties of this job, the employee is regularly required to sit; stand; walk; use hands and finger to feel and handle; reach with arms and hands; talk and hear. While performing the duties of this job, the employee frequently is required to stoop, kneel, and crouch; lift weight or exert a force up to a maximum of 25 pounds.
ADDITIONAL:
The responsibilities associated with this job will change from time to time in accordance with the Company’s business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.
The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.
JAS Forwarding (USA), Inc. is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.
Where required by state law and/or city ordinance; this employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.
Where required by state law and/or city ordinance; this employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.
NOTICE TO APPLICANTS
JAS USA IS A CUSTOMS BROKER, GOVERNED BY FEDERAL REGULATION. FEDERAL REGULATIONS PROVIDE THAT JAS MAY HAVE IT BROKERAGE LICENSE SUSPENDED OR REVOKED IF IT “KNOWINGLY EMPLOYED, OR CONTINUES TO EMPLOY, ANY PERSON WHO HAS BEEN CONVICTED OF A FELONY, WITHOUT WRITTEN APPROVAL OF THAT EMPLOYMENT FROM THE ASSISTANT COMMISSIONER.” JAS WILL PERFORM A BACKGROUND CHECK TO DETERMINE IF YOU HAVE BEEN CONVICTED OF A FELONY AND IF SO, ABSENT SPECIAL CIRCUMSTANCES, YOU WILL NOT BE HIRED OR WILL BE TERMINATED IMMEDIATELY.
JAS USA IS A CUSTOMS BROKER, GOVERNED BY FEDERAL REGULATION. FEDERAL REGULATIONS PROVIDE THAT JAS MAY HAVE IT BROKERAGE LICENSE SUSPENDED OR REVOKED IF IT “KNOWINGLY EMPLOYED, OR CONTINUES TO EMPLOY, ANY PERSON WHO HAS BEEN CONVICTED OF A FELONY, WITHOUT WRITTEN APPROVAL OF THAT EMPLOYMENT FROM THE ASSISTANT COMMISSIONER.” JAS WILL PERFORM A BACKGROUND CHECK TO DETERMINE IF YOU HAVE BEEN CONVICTED OF A FELONY AND IF SO, ABSENT SPECIAL CIRCUMSTANCES, YOU WILL NOT BE HIRED OR WILL BE TERMINATED IMMEDIATELY.
