Navis / Xvela

  • Executive Assistant

    Job Locations US-CA-Oakland
    Posted Date 4 weeks ago(3/28/2018 11:53 AM)
    Requisition Number
    North America
    Regular Full-Time
  • Overview

    Navis is the leader in Terminal Operations Systems (TOS) with 330 sites, 60% market share of the commercial TOS market. Ocean carriers and terminal operators know that efficiencies can be gained, waste eliminated and revenue increased through better collaboration on vessel stowage planning and execution. The tools and incentives to change these business processes have been lacking -- until now.


    Navis is the global market leader in a multi-billion dollar industry building and implementing marine terminal operating systems and optimization 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 logistics software company building mission critical solutions that enable the world economy. Most of the material goods in the world are transported in containers using our software. 

    We are culturally organized around the Navis Guiding Principles for Success (GPS). Commitment to our culture is essential for any Navis employee. Our Guiding Principles for Success are Smart Operators, Customer Obsessed, Forging the Future and Better Together. 


    • Customer Obsessed: We believe that this is not just business. Success, standing side-by-side with our customers, is personal.
    • Forging the Future: We believe our mandate as market leaders is to blaze a trail into the future, championing the evolution our industry needs
    • Smart Operators: We believe in being nimble enough to respond to the day-to-day, but visionary enough to see the big picture.
    • Better Together: We believe continuous learning, growth and development defines us. We don't pay lip-service to diversity, we leverage it.


    Reporting directly to the President, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. 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 President and CEO in accordance with the manager’s method of operation.  Bringing important issues to light.
    • Heavy calendar management for complex international projects and travel.
    • 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 & 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 requests, preparing expense reports, purchase orders, processing invoices and/or other related activities.
    • 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 & records.  Handles and frequently accesses highly confidential and sensitive information.  Initiates follow-up action.
    • Receives and screens telephone calls, letters and/or visitors. Answers routing 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, willing to follow through and do what it takes to get the job done.
    • Strong organizational skills, attention to detail and timely follow-through.
    • High availability.
    • Resourcefulness and ability to anticipate issues and work through them, proactive nature.
    • 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 uncertainly, and thrive in 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.


    Navis LLC is an equal opportunity employer, committed to a diverse workforce. At NAVIS LLC, you will find a rewarding career where you can thrive at every level. We invest in our team mates through offering competitive compensation and benefits, progressive training opportunities that
    empower employees to achieve total (physical, financial, social & community) wellbeing. 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! 

    Principals need only apply. NO AGENCY CANDIDATES WILL BE CONSIDERED.


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed