Jobs

Executive Assistant - Regional Operations Manager Open

Confidential - A leading regional Logistics & Transportation Company Jordan

Logistics / Transportaion / Freight Forwarding ,

Our Client, A leading regional Logistics & Transportation Company (Marine Transport & Freight Forwarding) with three main branches in Amman, Dubai and Baghdad is looking for Executive Assistant to be based in Amman and reports to Regional Operations Manager.

Interested candidates who meet the criteria can apply by forwarding the updated version of their CVs directly to the below email address and put in the subject (Executive Assistant - Regional Operations Manager - Jordan):

vacancies@jordan-impact.jo

Job Summary:

The Executive Assistant plays a pivotal role in supporting the Operations Manager by ensuring the seamless implementation and compliance of ISO standards, facilitating operational coordination, and providing essential administrative support. The Executive Assistant serves as a crucial link between various departments, ensuring adherence to compliance standards, effective communication, and streamlined operational processes.

Roles & Responsibilities:

1. Implementation and Compliance

Monitor the implementation of ISO standards and procedures, ensuring adherence the team across the company's ISO procedures.
Maintain strict compliance with company policies and the integration of ISO procedures into operational practices.
Collaborate with the audit team to ensure regular audits and assessments to verify the seamless implementation of ISO standards throughout various operational functions.
- Identify areas for improvement in adherence to ISO standards, instituting training programs or procedural refinements where necessary.
- Collaborate with relevant departments to impart training sessions aimed at enhancing Team comprehension and adherence to ISO guidelines.

2. Operational Support and Reporting

Monitor, validate, and generate reports for pricing, operations, and finance as requested by Regional Operations Manager, reviewing these daily for operational oversight.
Manage email communications on behalf of the Regional Operations Manager and schedule meetings, taking comprehensive notes and handling correspondence efficiently.

3. Administrative Support and Coordination

Regularly communicate with clients to confirm order details & their satisfaction, resolving shipping-related issues promptly along with regional operation manger.
Provide general assistance across various operational & pricing tasks as required.

4. Travel Logistics and Coordination:

Manage and coordinate travel arrangements for the regional Operations Manager, including flight bookings, accommodations, and itineraries.
Ensure all travel logistics are efficiently arranged, providing necessary support and assistance during travel as required.

5. Operational Oversight and Improvement

Monitor daily operations, identifying and resolving priority issues concerning shipping requirements.
Analyze data to track team performance, strategize improvements, and manage demand effectively.

6. Coordinating logistics and shipping in collaboration with the regional operations manager.

Coordinate the routing of all shipments to clients, ensuring timely notifications to the operations team.
Provide guidance in structuring workloads for maximum productivity and efficiency in shipping processes.

7. Financial Monitoring and Reporting in collaboration with the regional operations manager.

Review and maintain status updates for all operational and pricing stages, cross-checking invoices and managing billing-related tasks

8. Compliance and Reporting

Ensure compliance the team with ISO procedures, SOPs, and Work Instructions, reporting any non-compliance to the regional Operations Manager.
Assist in preparing reports related to operational objectives and KPIs follow up.

9. IMS and Process Improvement

Follow up with team to ensure the effective usage of the Integrated Management System (IMS), suggesting improvements to direct supervisors.
Extract necessary reports and insights from the system and submit to the regional Operations Manager.

10. Meeting Coordination and Minute Taking:

Schedule and coordinate meetings on behalf of the Operations Manager, ensuring smooth logistics and arrangements.
Attend external business meetings and conference outside the office or country as required.
Take accurate and comprehensive minutes during meetings, summarizing key discussions, action items, and decisions made.

11. Ad Hoc Responsibilities

Undertake any other duties as assigned by the Operations Manager

Required Qualifications & Experience

Required Qualifications:
- Bachelor Degree in International Business, Logistics, IT or a related field preferred.
- A bachelor's degree in Business Administration, Management, Operations Management, or a related field. Some positions might prefer or require a master's degree or MBA for senior roles.
- Required Experience:
  - 4 years in logistics, manger assistance preferred
  - Minimum of 5-7 years of progressive experience in operations management, preferably in a regional or multi-location setting.

Required Training, Skills & Abilities

Training Required:
- Excel advance
- Skills & Abilities Required:

Leadership skills: Essential for guiding and motivating teams, making decisions, and taking charge when necessary. In this role, leadership might manifest as taking initiative, guiding teams in the absence of the Operations Manager, or leading specific projects.
Strong negotiation skills: Valuable in dealing with various stakeholders, resolving conflicts, and achieving favorable outcomes in discussions, contracts, or agreements.
Excellent problem-solving, analytical, and collaborative skills: Crucial for identifying issues, analyzing data to find solutions, and working collaboratively across departments to resolve complex operational challenges.
Strong project management, organizational, and analytical skills: Essential for overseeing projects, organizing tasks effectively, and analyzing project data to ensure efficiency and success.
Ability to prioritize and multitask projects in a fast-paced environment: Vital for managing multiple tasks and projects simultaneously, ensuring deadlines are met and objectives are achieved efficiently.
Excellent verbal and written communication skills: Essential for clear and effective communication within and between departments, as well as for documentation and reports.
Strong computer skills: Proficiency with Microsoft Office components, especially Word, Excel, and Outlook, is crucial for data analysis, documentation, and communication purposes.
Flexibility: The ability to adapt to changing situations and openness to change is essential in dynamic operational environments.
Proactive nature: The capacity to identify potential issues and solve problems before they escalate, contributing to smoother operations.
Preparation: Structuring day-to-day workloads efficiently ensures tasks are completed on time and with the required quality.
Detail-oriented and accuracy: Critical for ensuring precision in work, especially in handling data, documentation, and adherence to standards or protocols.
Accountability: Taking responsibility for actions and decisions is crucial in maintaining trust and integrity within the role.
Capable of working in a fluid working and team environment: Being adaptable and collaborative in various work settings, fostering a cooperative work culture.