Executive Assistant

Who you are

• Experience in senior level leadership support, or experience at Amazon
• Experience with Microsoft Office products and applications
• Experience with executive level calendar management
• Experience with domestic or international travel coordination
• Experience in a fast-paced, high-tech company
• Experience managing multiple calendars

What the job involves

• The 3P Transportation and Scaling Businesses organization is looking for an experienced, resourceful, and highly organized Executive Assistant to join our team in Luxembourg. You will support two Directors: the Director of EU Amazon Freight (based in Luxembourg) and the Director of 3P Transportation Ops (based in London)
• This is not a passive calendar management role. You will be the operational backbone of a Director-level organization spanning multiple countries, working across teams that manage Amazon's B2B freight shipping service across the UK and EU and Amazon's third-party carrier transportation network
• This highly rewarding, internal and external customer-facing role offers a unique opportunity to gain exposure to broad and diverse areas of the Amazon business and to work with senior leadership teams on a multitude of exciting, sensitive and confidential tasks, as well as joining a diverse and supportive EA community
• You will possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and be comfortable enough with ambiguity to take effective action without having to know the complete picture. Critical to success will be the ability to think and plan ahead, manage time effectively, and build effective working relationships inside and outside the group
• Learn and Be Curious – You're always asking questions and seeking to understand the bigger picture
• Insist on the Highest Standards – You care deeply about quality and excellence
• Earn Trust – You're reliable, honest, and not afraid to speak up with better ideas
• Bias for Action – You independently resolve problems rather than escalating them
• You're passionate about processes, mechanisms, strategic partnership and program work. You see yourself as a true business partner — someone who can recommend better ways of working, handle complexity, and grasp the heart of the business. You're ready to stretch beyond traditional EA work and grow alongside leaders who are invested in your development
• Own and manage complex, multi-timezone calendars for two Directors across internal and external stakeholders, proactively resolving conflicts and ensuring time allocation reflects business priorities
• Coordinate domestic and international travel arrangements, including multi-country trips across European locations, and manage expense reconciliation
• Anticipate scheduling needs around recurring business rhythms (WBRs, QBRs, planning cycles, talent discussions) and build them into the calendar proactively
• 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, and curate content on behalf of the Directors in partnership with key stakeholders. Create original content where needed, including emails, presentations, agendas, and SOPs
• Support the annual operational planning process, business planning, and performance review cycles
• Independently resolve escalations and roadblocks within the administrative and operational domain, seeking guidance only when genuinely needed
• Work in partnership with senior leaders, functional business partners, and the EA team to provide seamless support to the organization
• Serve as the first point of contact for the Directors' offices, triaging inbound requests and routing them appropriately
• Build and maintain strong working relationships with EAs supporting adjacent leaders across Operations, Finance, and partner organizations
• Draft, edit, and send written communications on behalf of the Directors, calibrating tone appropriately for different audiences
• Conceptualize and execute a diverse range of team events, from social gatherings to large-scale staff meeting agendas, and Offsites
• Identify and implement improvements to administrative processes and cross-team procedures, driving best practices that reduce friction and improve operating efficiency
• Support purchase order processing, and other administrative workflows
• No two days look the same and the ability to stay ahead of the Directors' needs directly impacts team effectiveness. This can be a great career move for an experienced and ambitious Executive Assistant looking to grow and develop in a fast-paced organization