Executive Assistant, International GFP, FPAC

DESCRIPTION:

Amazon's Fleet Procurement and Capacity Planning (FPAC) team owns the end-to-end strategy for planning, procuring, deploying, and managing the fleet that powers Amazon's delivery operations internationally. The team operates across multiple countries, manages relationships with OEMs and Fleet Management Companies, and oversees a billion-dollar fleet business that is scaling rapidly.

We are looking for an experienced, resourceful, and highly organized Executive Assistant to support the team. This is not a passive calendar management role. You will be the operational backbone of a Director-level organization spanning multiple countries, and a stakeholder map that extends to VP-level leaders across Operations, Finance, Legal, and partner organizations.

The right candidate exercises judgment daily on behalf of the Director, anticipates needs before they surface, and independently resolves problems rather than escalating them. You will manage competing priorities in a fast-paced environment, handle sensitive information with discretion, and play a direct role in keeping the organization running with discipline and pace. Your work will be tactical but will increasingly require strategic thinking: understanding the Director's priorities, recognizing what matters, and making trade-offs across time, quality, and resources without being told.

You will also be expected to influence stakeholders across the organizations you support, drive cross-team process improvements, and contribute or create original content (communications, presentations, agendas, SOPs) on behalf of the Director.

Key job responsibilities
Calendar, Travel & Time Management

- Own and manage the Director's complex, multi-timezone calendar across internal and external stakeholders, proactively resolving conflicts and ensuring time allocation reflects business priorities.
- Exercise independent judgment in prioritizing meeting requests, protecting focus time, and ensuring the Director's schedule supports both strategic work and operational cadence. Decide which actions to take without being prompted.
- Coordinate domestic and international travel arrangements, including multi-country trips across European and international locations, visa requirements, and expense reconciliation.
- Anticipate scheduling needs around recurring business rhythms (WBRs, QBRs, planning cycles, budget reviews, talent discussions) and build them into the calendar proactively.

Operating Cadence & Organizational Effectiveness

- Support the operating rhythm of the organization: ensuring pre-reads and agendas are distributed in advance, tracking action items post-meeting, and flagging overdue commitments.
- Prepare, collect, discern, and curate content on behalf of the Director in partnership with key stakeholders. Create original content where needed, including emails, presentations, agendas, templates, wikis, and SOPs.
- Draft, edit, and send written communications on behalf of the Director, inferring and interpreting nuances from stakeholders and calibrating tone appropriately for different audiences (VP-level leadership, direct reports, cross-functional partners, external contacts).
- Independently resolve escalations and roadblocks within the administrative and operational domain, seeking guidance only when genuinely needed.
- Help define and maintain the administrative support structure for the organization, ensuring coverage, consistency, and effectiveness.

Cross-Team Process Improvement

- Identify and implement improvements to administrative processes and cross-team procedures, driving best practices that reduce friction and improve operating efficiency across the organization and adjacent teams.
- Optimize meeting governance, communication flows, and information-sharing mechanisms. Drive out waste from recurring processes and simplify where possible.
- May drive the use of best practices across the broader EA and administrative community within Global Fleet and Products.

Stakeholder Management & Influence

- Serve as the first point of contact for the Director's office, triaging inbound requests from direct reports, VP-level stakeholders, and cross-functional partners and routing them appropriately.
- Build and maintain strong working relationships with EAs and Chiefs of Staff supporting adjacent leaders (Global Fleet and Products, Regional Operations, Finance), facilitating cross-organizational coordination.
- Influence leaders, peers, and stakeholders across the organizations supported to ensure the Director's priorities are understood and operational coordination runs smoothly.
- Communicate effectively across an increasing diversity of locales, roles, and functions, including external contacts, Finance, HR, Legal, and Regional Operations.

Events, Projects & Team Support

- Plan and execute team events, leadership offsites, and organizational milestones, managing end-to-end logistics across countries.
- Manage onboarding logistics for new hires joining the organization, coordinating with HR, IT, and hiring managers to ensure a smooth day-one experience.
- Support headcount tracking, purchase order processing, and other administrative workflows required to keep the organization running.
- May lead the hiring process for administrative support roles within the organization.
- Mentor and develop junior EAs or administrative support staff, sharing best practices and investing in their growth.

About the team
The Fleet Procurement and Capacity Planning team sits within Global Fleet and Products (GFP) at Amazon. We manage one of the largest commercial vehicle fleets operating internationally, spanning multiple countries, vehicle types, and a complex ecosystem of partners. This EA role sits at the center of a high-visibility, high-pace organization where no two days look the same and the ability to stay ahead of the Director's needs directly impacts team effectiveness.

BASIC QUALIFICATIONS:

- Experience with domestic or international travel coordination
- Experience handling confidential information
- Experience using English communication skills, both written and verbal, to foster seamless interaction with stakeholders at all levels
- Experience completing complex tasks quickly with little to no guidance and react with appropriate urgency to situations that require a quick turnaround
- Advanced experience as an Executive Assistant or Senior Administrative Assistant supporting Director-level or above leadership
- Experience managing complex calendars across multiple time zones and geographies
- High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Slack, Chime, or equivalent)
- Experience independently resolving problems and escalations without waiting for direction
- Strong organizational skills with the ability to prioritize and handle multiple assignments at any given time

PREFERRED QUALIFICATIONS:

- Bachelor's degree
- Experience mentoring team members on best practices
- Experience working with vendors or partners
- Experience supporting senior leaders in supply chain, operations, procurement, or transportation organizations
- Experience working in a multi-country European environment with cross-cultural awareness
- Proficiency in French, German, or another European language
- Experience optimizing cross-team administrative processes and driving best practices beyond a single team
- Track record of creating original content (presentations, SOPs, communications) on behalf of senior leaders, not just managing logistics
- Comfort operating with high autonomy and exercising independent judgment on prioritization, stakeholder management, and escalation resolution

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