EXECUTIVE ADMINISTRATIVE ASSISTANT

General Logistics Systems US, Inc.•Mesa, AZ

41m

About The Position

GLS Group is one of the largest parcel services providers in Europe, with a strong local presence in almost all countries across the continent. It also operates through wholly owned subsidiaries in Canada and on the USA’s West Coast within one GLS network. This allows GLS to seamlessly connect its customers and communities with millions of parcels and stories every day. GLS’ network connects its markets with high velocity and flexibility to respond to their fast-changing and dynamic nature. The company provides high quality service tailored to its customers’ needs across more than 50 countries. The GLS network consists of over 120 hubs and more than 1,600 depots, supported by more than 36,700 vans, light vehicles and walkers, and 6,400 trucks. This offers network resilience, superior flexibility, and extended reach. In 2024/25, GLS generated record revenues of 5.9 billion euros and delivered 926 million parcels across the markets. For more information, visit www.gls-group.com. PRIMARY FUNCTION: The Executive Administrative Assistant provides comprehensive, high-level administrative and operational support to the President [CEO] and Executive Leadership Team of a fast-paced logistics organization. This role requires exceptional judgment, discretion, organization, and professionalism. The ideal candidate is highly experienced, proactive, and comfortable navigating complex priorities, executive-level communication, and sensitive matters. This position serves as a trusted partner to executive leadership, ensuring seamless day-to-day operations, effective communication, and strong coordination across the organization.

Requirements

Minimum 10 years of experience supporting a President/CEO and Executive Leadership Team
Proven experience working in a fast-paced, complex, and dynamic environment.
Exceptional organizational, time-management, and multitasking skills
Highly professional demeanor with strong executive presence
Demonstrated ability to handle conflict, sensitive situations, and competing priorities with confidence and discretion.
Outstanding written and verbal communication skills
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with collaboration tools.
Ability to work independently, exercise sound judgment, and always maintain confidentiality.
Experience supporting executives in logistics, transportation, supply chain, or operations-driven organizations.
Experience coordinating board meetings and senior leadership events.
Ability to work 40 hours per week or more if required
Ability to lift and/or carry up to 20 lbs. unassisted
May require repetitive use of arms, hands, and fingers
May require prolonged periods of sitting and/or driving throughout the workday
Willing to travel to various job sites and other locations
Valid driver's license and proof of insurability required when job duties require use of motor vehicle
Requires exercising discretion in the decision-making process and maintaining strict confidentiality concerning the vendor, employee and company proprietary related information

Responsibilities

Provide full-spectrum executive administrative support to the President and Executive Leadership Team
Manage complex calendars, including scheduling across multiple time zones, prioritizing meetings, and resolving conflicts.
Coordinate executive travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
Prepare executives for meetings by assembling materials, agendas, briefing documents, and follow-ups.
Draft, review, and manage high-level correspondence, presentations, and reports.
Handle sensitive and confidential information with the highest level of discretion.
Communicate professionally and effectively with senior leaders, board members, customers, and partners.
Coordinate executive meetings, leadership offsites, board meetings, and special events.
Track action items, deadlines, and follow-ups to ensure commitments are met.
Support execution of strategic initiatives by managing logistics, documentation, and timelines
Anticipate executive needs and proactively resolve issues before they escalate.
Partner with departments across the organization to ensure alignment with executive priorities.
Act as a central point of coordination for leadership initiatives and communications.
Assist with special assignments as needed.
May be required to perform tasks beyond those explicitly listed in this role.