Job description:

Job Summary: The Executive Assistant – Logistics & Motorpool Operations provides high-level administrative and operational support to senior management while overseeing logistics and motorpool-related functions. This role requires strong organizational skills, discretion, and operational discipline, with a background in logistics, motorpool, or related fields. A military background is an advantage but not required.

Key Responsibilities:

Executive Assistant Functions:

• Provide direct administrative support to executives, including calendar management, assist in strategic planning, meeting coordination, and travel arrangements
• Prepare correspondence, reports, presentations, and briefing materials for management
• Handle confidential and sensitive information with professionalism and discretion
• Act as a liaison between executives, internal departments, and external partners
• Monitor follow-ups, deadlines, and action items to ensure timely completion
• Support executive-level planning, scheduling, and decision-making processes
• Support the implementation and monitoring of administrative security affairs policies and procedures
• Liaise with security personnel, service providers, and management on security-related matters

Logistics & Motorpool Operations:

• Oversee vehicle and fleet utilization, availability, and maintenance scheduling
• Coordinate transport and logistics requirements to support company operations
• Maintain accurate records of vehicle usage, fuel consumption, repairs, and inventory
• Ensure compliance with safety standards, company policies, and operational procedures
• Coordinate with drivers, mechanics, vendors, and logistics partners to resolve issues
• Assist in planning and implementing improvements to logistics and fleet operations

Administrative Security Functions

• Support the implementation and monitoring of administrative security affairs policies and procedures
• Coordinate access control records, visitor logs, ID issuance, and security documentation
• Assist in incident reporting, investigations, and follow-up actions
• Liaise with security personnel, service providers, and management on security-related matters

Qualifications and Requirements:

• Background in Logistics, Motorpool/Fleet Management, or related field Military experience is an advantage but not required
• Proven experience as an Executive Assistant, Administrative Officer, or similar role preferred
• Strong organizational, multitasking, and time-management skills
• Excellent communication and coordination abilities
• High level of professionalism, discretion, and attention to detail
• Proficient in basic office applications and reporting tools

Preferred Skills:

• Experience supporting senior executives or management teams
• Familiarity with fleet management or logistics systems
• Ability to work independently and handle multiple priorities