Executive Assistant

ABOUT THE ROLE

At Hapag-Lloyd, we will support the further development of your skills in our culturally diverse, stimulating environment as you help us grow our customer base. We are seeking a dynamic and proactive Executive Assistant to provide comprehensive support to our executive team by applying advance skills, serving as a resource in the resolution of complex non-routine problems and issues. They may orient, train and check work of other team members. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks with efficiency. This role involves providing executive-level administrative support, including scheduling, event planning, travel coordination, and expense management.

JOB RESPONSIBILITIES 

• Sr. Management Support: Provide high-level administrative support to Senior Executives, including managing correspondence, handling phone calls, and prioritizing meetings and tasks.
• Scheduling Meetings: Coordinate and schedule meetings, appointments, and conferences, ensuring optimal use of executive time and resources.
• Expenses for Sr. Management: Process and track expense reports for Senior Executives, ensuring accuracy, compliance with company policies, and timely reimbursement.
• Office Lunches: Organize and oversee office lunches, including coordinating catering orders, setting up dining areas, and managing budgets.
• Travel Planning: Handle all aspects of travel planning for executives, including booking flights, accommodations, ground transportation, and creating detailed itineraries.
• Conference Planning: Assist in planning and coordinating conferences, seminars, and other business events, including registration, logistics, and material preparation.
• Car Maintenance Coordination: Manage the coordination of car maintenance tasks for Senior Executives, including scheduling car washes, servicing, and repair visits.
• Car Services for Guests: Arrange transportation services for guests as needed, ensuring their comfort and convenience during their visit.
• Maintain Inventory of Office Supplies: Monitor and replenish office supplies for the department, ensuring adequate stock levels and efficient use of resources.
• Support HR with Company events: Assist the HR department in planning and organizing holiday parties, picnics, and other company events, including venue selection, logistics, and coordination of activities.
• Maintain Power of Attorneys: Maintain records and documentation related to Power of Attorneys for relevant staff members, ensuring accuracy, completeness, and compliance with legal requirements.
• Backup for Other Executive Assistants: Provide backup support for other executive assistants during their absence, ensuring continuity of administrative functions and seamless operation of the department.

 JOB QUALIFICATIONS 

• Bachelor degree and 3 years’ experience as Executive Assistant working with C-Suite or SVP level.
• Proven experience as an executive assistant or in a similar administrative role supporting senior management.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Attention to detail and a high level of accuracy in all work.
• Proficient communication skills including verbal and written communication.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to work in a fast-paced environment and handle multiple tasks

WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the incumbent is regularly required to sit, talk and hear.  The incumbent regularly uses hands and fingers in the course of daily job duties, including the use of a personal computer. The vision requirement includes close vision.  May incur mental stress due to time deadlines. May need to lift up to 15 pounds at times.

This job description describes the minimum job requirements.  This description is illustrative and does not imply that the functions outlined below are the exclusive standards of this position.  Incumbents will be expected to follow additional instructions and perform other related duties as required.