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Executive Assistant
Hapag-Lloyd AGExecutive Assistant providing high-level support to executives at Hapag-Lloyd. Engaging in administrative activities including correspondence, travel planning, and conference coordination.
About the role
Key responsibilities & impact- Provide high-level administrative support to Senior Executives, including managing correspondence, handling phone calls, and prioritizing meetings and tasks.
- Coordinate and schedule meetings, appointments, and conferences, ensuring optimal use of executive time and resources.
- Process and track expense reports for Senior Executives, ensuring accuracy, compliance with company policies, and timely reimbursement.
- Organize and oversee office lunches, including coordinating catering orders, setting up dining areas, and managing budgets.
- Handle all aspects of travel planning for executives, including booking flights, accommodations, ground transportation, and creating detailed itineraries.
- Assist in planning and coordinating conferences, seminars, and other business events, including registration, logistics, and material preparation.
- Manage the coordination of car maintenance tasks for Senior Executives, including scheduling car washes, servicing, and repair visits.
- Arrange transportation services for guests as needed, ensuring their comfort and convenience during their visit.
- Monitor and replenish office supplies for the department, ensuring adequate stock levels and efficient use of resources.
- Assist the HR department in planning and organizing holiday parties, picnics, and other company events, including venue selection, logistics, and coordination of activities.
- Maintain records and documentation related to Power of Attorneys for relevant staff members, ensuring accuracy, completeness, and compliance with legal requirements.
- Provide backup support for other executive assistants during their absence, ensuring continuity of administrative functions and seamless operation of the department.
Requirements
What you’ll need- Associate degree and 3 years’ experience as Executive Assistant working with C-Suite or SVP.
- 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 communication and 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.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Flexibility and adaptability to work in a fast-paced environment and handle multiple tasks.
Benefits
Comp & perks- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
administrative supportexpense report processingtravel planningevent coordinationrecord maintenancebudget managementitinerary creationlogistics managementschedulingoffice supply management
Soft Skills
organizational skillstime managementcommunication skillsinterpersonal skillsattention to detailconfidentialityflexibilityadaptabilityprioritizationprofessionalism
Certifications
Associate degree