Executive Assistant

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.

• 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.

• 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 
• This position is located in the United States and requires eligibility to work in the US and completion of the employment eligibility form required under federal law upon hire.