What are the responsibilities and job description for the Executive Assistant Office Manager position at Horizon Shipping Inc.?
We're seeking a dynamic Executive Assistant / Office Manager to join our team to support our CEO's and office operations. The ideal candidate will thrive in a fast-paced environment, providing administrative assistance, event planning support, and ensuring smooth office operations. From managing schedules and coordinating travel arrangements to organizing company events and liaising with IT support, this role offers a diverse range of responsibilities. If you're an organized, proactive individual with excellent communication skills and a knack for problem-solving, we want to hear from you. Join us and play a crucial role in driving efficiency and success in our organization. Apply now to be a part of our team!
Responsibilities :
1.Administrative Assistance :
Answer calls, direct inquiries, and take messages.
Maintain external email distribution lists and contact databases.
Assist with guest parking validations.
Assist the Human Resource department in planning and organizing company events, training, and employee benefits / engagement activities.
Coordinate planning, reservations, logistics, setup, etc.
Provide support to HR in Onboarding process for new hires (office keys, bathroom keys, mobile device, etc)
Annually update client list with the commercial department and coordinate Holiday gifts.
Organize records of charter party agreements / amendments and their completions.
Gather signatures and communicate with clients and brokers to provide updates on charter party progress and resolve inquiries.
2.CEO's Executive Assistant :
Provide administrative and personal assistance as required by the CEOs.
Arrange flights, accommodation, and travel visas.
Coordinate meetings, conferences, and appointments.
Assist in expense reporting processes.
Handle copying, scanning, and mail correspondence.
Support Business Units in planning and executing events / BOD meetings.
Coordinate meetings, conferences, restaurant and hotel reservations, transportation, greet guests, etc.
3.Office Management Support :
Maintain smooth office operations ensuring the office space is tidy and organized, including storage., Purchase and keep track of office supplies / snacks.
Manage conference room bookings, including setup and AV equipment.
Proven experience as an executive assistant or office manager
Must be detail oriented, organized, and have stellar multi-tasking skills
Strong communication and interpersonal skills with the ability to build relationships internally and externally.
Must be a team-player that can thrive and prioritize in a constantly changing environment
Proficiency in MS Office and office management software.
Ability to prioritize tasks and work under pressure.
Project Management knowledge
Ability to operate with strict confidentiality
Strong Written / Verbal skills in English and Spanish
Company Perks!
We offer a comprehensive benefits package, including full medical, dental, vision, and gap insurance coverage for you and your dependents at no cost to you!
Robust life and travel insurance coverage for employees
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