Executive Assistant and Office Manager

As an Executive Assistant and Office Manager at XPO, you will be responsible for managing executive calendars, coordinating travel, drafting important presentations and documents, maintaining the reception area, and ensuring a high level of confidentiality. You'll serve as a vital contact point within the office, providing exemplary customer service to employees and visitors alike, making sure that everything runs smoothly.

To qualify for the Executive Assistant and Office Manager role at XPO, you need at least a Bachelor's degree or equivalent work experience, along with two or more years of experience in an administrative role. Proficiency in Microsoft Office is a must, and having strong multitasking abilities and attention to detail will help you excel in this position.

XPO offers a vibrant work environment for an Executive Assistant and Office Manager, marked by competitive compensation, full health benefits from day one, and opportunities for growth and development. The company's commitment to fostering a positive atmosphere and supporting employee development through education assistance makes it a great place to enhance your skills and career.

The work environment for an Executive Assistant and Office Manager at XPO is dynamic and engaging. The position requires working in-office five days a week at our Boston location, where you'll be at the heart of operations. You'll interact with executives, colleagues, and visitors regularly, fostering a welcoming professional atmosphere.

At XPO, there are tremendous opportunities for advancement for an Executive Assistant and Office Manager. The skills and experience gained in this role can lead to higher administrative positions or specialized support roles as you expand your knowledge within the company. XPO values internal promotions and often encourages professional development for its employees.

When prioritizing tasks, I first assess the urgency and importance of each item on my to-do list. I utilize digital tools to manage my schedule efficiently and adjust priorities based on the executives' immediate needs, ensuring that critical deadlines are met without compromising quality.

In a previous role, I encountered a last-minute schedule change for an executive meeting. To handle this, I immediately re-coordinated with all attendees and adjusted travel arrangements. Effective communication and quick thinking enabled me to minimize disruptions.

I make it a priority to keep sensitive information secure by limiting access to confidential documents, both physical and electronic. I also ensure that I’m aware of company policies regarding confidentiality and avoid discussing sensitive matters with unauthorized personnel.

I am very proficient in Microsoft Office, especially Word, Excel, and PowerPoint. I use Word for creating professional documents, Excel for data management and analysis, and PowerPoint for high-level presentations. I am always eager to learn advanced features to enhance my efficiency.

I believe the most important quality for this role is a strong attention to detail. Being detail-oriented ensures that tasks are executed accurately and professionally, which is crucial for maintaining the trust and support of executives and the team.

When faced with tight deadlines, I start by breaking down tasks into manageable parts and setting mini-deadlines for each. This approach helps me stay organized and track my progress effectively while ensuring that the final product meets high-quality standards.

Certainly! In my previous experience, I welcomed guests and ensured a smooth check-in process for important clients. I made sure to be attentive, answer their questions promptly, and anticipate their needs, which led to positive feedback and repeat visits.

I manage my time effectively by using a digital calendar to plan my day and allocate time slots for specific tasks. I also regularly review my priorities and stay flexible, adapting as needed to accommodate urgent requests while keeping other responsibilities on track.

I support onboarding new employees by preparing their workspaces, providing ID badges, and giving them an overview of office procedures. I ensure they feel welcomed and have all the necessary materials from day one to facilitate a smooth transition.

I am motivated by the challenge of supporting high-level executives and contributing to team success. The opportunity to work in a fast-paced environment like XPO, a leader in the transportation sector, allows me to utilize and grow my organizational skills while being an integral part of the company’s operations.