Executive Assistant

The Executive Assistant at cargo.one plays a critical role in managing complex calendars, coordinating meetings across various time zones, and ensuring seamless communication for the leadership team. You will handle inbox management, prepare for key meetings including creating agendas, and organizing travel arrangements. Additionally, you will act as a gatekeeper and partner in cross-functional projects, making sure that priorities align with business goals.

To qualify for the Executive Assistant position at cargo.one, candidates should have over 4 years of experience supporting senior executives in fast-paced environments. Strong written and verbal communication skills in English are essential, with proficiency in German being a significant plus. The role requires a high level of discretion, emotional intelligence, and the ability to proactively engage with stakeholders to help prioritize the leadership team’s time effectively.

At cargo.one, the work culture is positive, diverse, and filled with the spirit of collaboration. As an Executive Assistant, you would be part of a feedback-driven environment that encourages transparency and playfulness, fostered by a curious and driven international team. Regular company-wide offsites and team activities help strengthen this vibrant culture, making it a great place to thrive!

Yes! The Executive Assistant role at cargo.one is fully remote, allowing you to work from almost anywhere in Europe. The company embraces a flexible work environment while ensuring that team members can collaborate effectively across various time zones. Regular in-person meetings or offsite events are scheduled to promote team bonding and culture.

cargo.one offers an attractive benefits package for Executive Assistants, inclusive of a home office budget, unlimited co-working options, and 24 paid vacation days in addition to standard bank holidays. Team spirit is nurtured with offsite fun and team trips, providing opportunities for connections and networking across the company.

When discussing your experience, emphasize specific examples of how you supported executives, managed complex schedules, and handled multi-faceted communication. Highlight your successful management of both professional and personal tasks for executives, showcasing your organizational skills and adaptability.

In your response, illustrate your method for assessing urgency and importance, such as using tools like task management software or color-coded calendars. Provide examples of how you've managed conflicting priorities while ensuring that your executives could focus on strategic tasks.

Discuss your familiarity with tools pertinent to the Executive Assistant role, such as Google Workspace, Slack, and any project management or calendar scheduling apps. Provide examples of how you have utilized these tools to enhance productivity and communication in previous roles.

Describe your strategies for maintaining calm under pressure, such as breaking down large projects into manageable tasks and regularly communicating with your team. Share how you’ve successfully met tight deadlines in past positions without compromising quality.

Provide a specific scenario where you navigated conflicting schedules or disagreements among stakeholders. Describe the steps you took to facilitate a resolution, emphasizing your communication skills and diplomatic approach.

Emphasize your understanding of the importance of confidentiality, especially when working with executive-level information. Provide examples of procedures you follow to safeguard sensitive data and how you train yourself to keep discussions private.

Share your passion for dynamic work environments and how you thrive on challenges and innovation. You may want to highlight specific aspects of the air cargo industry that excite you and your eagerness to contribute positively to the company's growth.

Discuss your strategies for staying connected with remote colleagues, such as scheduling regular check-ins, utilizing video conferencing, and employing collaborative tools. Highlight how maintaining open lines of communication enhances team cohesion and productivity.

Encourage candidates to reflect on specific examples where they took initiative to exceed expectations, whether by improving processes, providing exceptional support, or taking on additional responsibilities that contributed to team or executive success.

Candidates should emphasize qualities such as attention to detail, organization, adaptability, and strong communication skills. They can explain why these qualities are vital in managing the multifaceted responsibilities of an Executive Assistant and supporting executives effectively.