Hiring personal Assistant in FMCG import/Export Copmpany
We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to support the Executive Leadership of our growing import/export firm. This role is the "command center" of our daily operations, requiring a unique blend of administrative excellence and a solid understanding of international trade logistics.
Calendar Management: Coordinate complex schedules, international meetings, and time-zone-sensitive appointments.
Travel Logistics: Arrange domestic and international travel, including visa processing, flight bookings, and accommodation, ensuring all "Import/Export" travel regulations are met.
Communication Bridge: Act as the primary point of contact between the executive and internal teams, overseas vendors, and shipping agents.
Document Management: Assist in preparing and organizing critical trade documents (e.g., Proforma Invoices, Packing Lists, Bills of Lading, and Certificates of Origin).
Tracking & Follow-ups: Monitor shipment statuses and communicate updates from freight forwarders to the executive team.
Compliance Support: Maintain organized digital and physical archives of customs clearances and regulatory filings.
Meeting Logistics: Prepare agendas, take detailed minutes during trade negotiations, and track follow-up actions.
Expense Management: Handle executive expenses, vendor invoices, and basic bookkeeping related to office supplies or travel.
Project Tracking: Use task management tools to ensure deadlines for seasonal shipments or contract renewals are never missed.
Industry Knowledge: Basic understanding of Incoterms (2020), shipping terminology, and international payment methods (LC, Wire Transfer).
Software Proficiency: Advanced skills in Microsoft Office 365 (specifically Excel for tracking and Outlook for scheduling) and document sharing platforms like Dropbox or Google Drive.
Communication: Exceptional written and verbal communication skills; ability to communicate professionally with diverse cultures.
Multitasking: Proven ability to handle high-pressure environments with tight shipping/trading deadlines.
Experience: 3+ years as a Personal Assistant or Executive Assistant, preferably within a logistics, trading, or manufacturing company.
Education: Bachelor’s degree in Business Administration, International Trade, or a related field.
Language: Fluency in English is mandatory. (Optional: Proficiency in a second language like Mandarin, Spanish, or Hindi is a major plus).
Gain deep exposure to the global supply chain and international market trends.
A fast-paced, energetic work environment where no two days are the same.
Opportunity for career growth into Operations or Supply Chain Management.