Executive Assistant

Hapag-Lloyd; Jeddah; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading company in the shipping industry seeks an Executive Assistant to support the Managing Director in Jeddah. The role involves managing schedules, preparing reports, and ensuring effective communication. Ideal candidates will have a Bachelor's degree and substantial experience in a similar role, showcasing strong organizational and communication skills.

Qualifications

• 5+ years as an Executive Assistant, PA, or similar role.
• Fluency in English (written and spoken) required.
• Advanced skills in PowerPoint and Excel.

Responsibilities

• Manage the daily workflow of the Managing Director.
• Coordinate internal and external meetings.
• Prepare reports and presentations for meetings.

Skills

Organizational skills

Communication skills

Interpersonal skills

Problem-solving

Attention to detail

Education

Bachelor's degree

Tools

PowerPoint

Excel

Job description

Job Description

Roles & Responsibilities

Reports to the Managing Director and administratively to the Business Administration Manager.

Overall Job Purpose

The Executive Assistant to the Managing Director of Area Saudi Arabia is an experienced, organized, detail-oriented, self-starter with a great attitude. You are the right-hand to the Managing Director, managing and supporting the daily workflow to increase the effectiveness and efficiency of the office. You are enthusiastic, flexible, well-organized, and a team player with strong interpersonal, oral, and written communication skills. You thrive in a fast-paced, ever-changing environment with the ability to switch priorities in a given moment, while maintaining grace under pressure.

Responsibilities

1. Executive Support
2. Serves as a trusted partner, maintaining confidentiality and professionalism in all situations.
3. Effective calendar management - coordinates internal and external meetings, including but not limited to team meetings, full staff meetings, off-site meetings, one-on-one meetings, etc.
4. First point of contact for internal and external stakeholders. This includes screening calls and emails, drafting responses, and ensuring timely and professional communication on behalf of the Managing Director.
5. Prepares reports, presentations, and briefing materials on various performance indicators before the MD's meetings and trips.
6. Arranges MD's travel and logistics, including flights, visa requirements, hotel accommodation, transport, meeting schedules while travelling, and completes expenses.
7. Organizes internal & external meetings, ensuring all requirements are met, e.g., meeting venue, equipment, presentations, and preparing agendas.
8. Provides secretarial support for meetings as & when required, including distributing agendas, attending the meetings, writing & distributing the meeting minutes, and following up on action points.
9. Coordinates initiatives and communication with senior internal and external stakeholders.
10. Supports MD in external commitments.

Administration

1. Responsible for office administration matters.
2. Arranges travel and hotel accommodation.
3. Arranges packages and other deliveries, greeting and signing in visitors/guests.

Qualifications

• Education: Bachelor's degree
• Experience of 5+ years as an Executive Assistant, PA, or similar role. Alternatively, 3+ years in a commercial role in Shipping or Logistics seeking the next level of exposure.
• Fluency in English (written and spoken) is required.
• Advanced skills in PowerPoint and Excel.

Soft Skills

• High organizational and time management skills: managing multiple tasks simultaneously, prioritizing effectively, and meeting deadlines.
• Excellent communication skills (written and verbal): clear, concise, and professional communication.
• Strong interpersonal skills and relationship-building abilities with internal & external stakeholders.
• Proactive and problem-solving abilities: anticipating needs, identifying issues, and taking initiative.
• Attention to detail and accuracy in all documents and communications.
• Confidentiality and trustworthiness in handling sensitive information.
• Adaptability and flexibility to changing priorities and unexpected situations.

Company Industry

• Shipping

Department / Functional Area

• Secretary
• Front Office
• Personal Assistant (PA)

Keywords

• Executive Assistant

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