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Business:  Navis
Job Function:  Professional Services

Oakland, US

Apply by:  25-05-2020

Executive Assistant

Making Your Next Move Count

At Navis you will find a rewarding career where you can thrive at every level. We invest in our teammates through offering competitive compensation and benefits, progressive training opportunities that empower employees to achieve total (physical, financial, social & community) well-being. In addition to challenging and meaningful work, you will find a strong work-life balance and a deep commitment to developing you. Navis’ culture thrives on teamwork and diversity. So, bring your unique perspective and talent to Navis and thrive in your every work day!

Navis LLC is an equal opportunity employer, committed to a diverse and inclusive workforce.

This is a temporary assignment reporting directly to the Chief People Success Officer and Chief of Staff.  The Executive Assistant provides executive support for CEO, Chief Commercial Officer, and Chief Strategy Officer.  The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executives. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.


  • Organizes and expedites flow of work for the CEO, CCO and CSO in accordance with the manager’s method of operation.  Bringing important issues to the attention of the executives.

  • Heavy calendar management for several executives.

  • Ensures and maintains confidentiality of all appropriate communications and documentation.

  • Event/meeting planning (small and large scale) to include venue selection, AV,

  • food/beverage.

  • Coordinates domestic and international travel and required documentation.

  • Schedules and attends meetings as-needed, prepares and disseminates agendas, noting action items, disseminates meeting minutes and follow-up on action items as required.

  • Perform a variety of accounts payable and/or receivable activities, including: preparing check

  • Performs a variety of routine clerical activities, which may include: monitoring and maintaining office inventory, filing, scanning documents, copying and/or other related activities.

  • Provides routine to moderately complex administrative support for the operations and procedures of the department.  

  • Prepares special reports that require gathering, comparing and summarizing data.  

  • Organizes and maintains files, correspondence and records.  

  • Handles and frequently handles highly confidential and sensitive information.

  • Initiates follow-up actions.

  • Receives and screens telephone calls, letters and/or visitors.

  • Answers routine questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information.

  • Organizes and prepares complex documents including reports, spreadsheets, presentations and organization charts and contact lists.

  • Back up support for front desk and other admin team members as necessary.


  • Minimum of 10 years administrative experience in high tech industry.

  • Experience supporting C-level executives in a global environment.

  • Positive can-do attitude, no ego - willing to follow through and do what it takes to get the job done.

  • Strong organizational skills, attention to detail and timely follow-through.

  • Cross-functional collaboration across the company.

  • Proven mastery of MS Office applications including Outlook, Word, PowerPoint, and Excel.

  • Must be able to handle multiple tasks with attention to detail with little direction.

  • Flexible, able to deal with change and uncertainty, and thrive in a fast-paced environment.

  • Strong interpersonal skills; must ensure professionalism and exercise discretion.

  • Candidate must be confident and have good decision-making skills.

  • Exceptional written and verbal communication skills.

  • Ability to work well with all levels of management, staff, and outside contacts.

  • Resourcefulness and ability to anticipate issues and work through them, proactive nature.

About Navis

Navis is the global market leader in a multi-billion dollar industry building and implementing maritime terminal operating systems, optimization and automation solutions at ports around the world. From Long Beach to Hong Kong, Dubai to Brazil, and Rotterdam to Busan, Navis delivers mission critical enterprise software that is at the heart of running a terminal and services to optimize operations. We are an innovative and profitable maritime platform stiving to make global trade smarter, safer, and more sustainable for everyone by connecting multiple systems to support a more efficient global container flow. Most of the material goods in the world are transported in containers using our software.

Culturally, Navis is organized around our Guiding Principles for Success (GPS). Commitment to our core principles is an essential ingredient for success for our team members. Our GPS are Smart Operators, Customer Obsessed, Forging the Future and Better Together.

Nearest Major Market: San Francisco
Nearest Secondary Market: Oakland

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