Reports to the Managing Director and administratively to 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
- - Executive Support
o Serves as a trusted partner, maintaining confidentiality and professionalism in all situations.
o 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.
o 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.
o Prepare reports, presentations, and briefing materials on various performance indicators before the MD’s meetings and trips.
o Arranging MD’s travel and logistics, including flights, visa requirements, hotel accommodation, transport, meeting schedules while travelling, and completing expenses.
o Organizing internal & external meetings, ensuring all requirements are met, e.g., meeting venue, equipment, presentations, and preparing agendas.
o Providing secretarial support for meetings as & when required, including distributing agendas, attending the meetings, writing & distributing the meeting agendas & following up on action points.
o Coordinating initiatives, and communication with senior internal and external stakeholders.
o Support MD in external commitments.
- Administration
o Responsible for office administration matters.
o Arranging travel and hotel accommodation
o Arranging package and other deliveries, and greeting and signing in visitors/guests.
Qualifications
o Education: Bachelor’s degree
o Experience of 5+ years as Executive Assistant, PA, or similar role. Alternatively, 3+ years in a commercial role in Shipping or Logistics and looking for next level exposure.
o Fluency in English is required (written and spoken).
o Advanced Skills in PowerPoint and Excel.
Soft Skills
o High Organizational and Time Management Skills: The ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines is crucial.
o Excellent Communication Skills (Written and Verbal): Clear, concise, and professional communication is essential for interacting with different stakeholders.
o Strong interpersonal skills and the ability to build relationships with internal & external stakeholders is key.
o Proactive and Problem-Solving Abilities: Anticipating needs, identifying potential issues, and taking the initiative to find solutions are highly valued.
o Attention to Detail and Accuracy: Ensuring all documents, schedules, and communications are error-free is critical.
o Confidentiality and Trustworthiness: Handling sensitive information with the utmost discretion.
o Adaptability and Flexibility: The ability to adapt to changing priorities and handle unexpected situations calmly and efficiently is important.
*** Disclaimer - Recruitment Fraud Alert 2025
Caring for People We have recently become aware of fraudulent recruitment activities in which individuals or entities misrepresent themselves as Hapag-Lloyd Middle East Shipping LLC or Hapag-Lloyd Saudi LTD or UASC Limited. They offer fake job opportunities and demand payment for handling recruitment fees, certifications, travel expenses, or visa applications. Please note that Hapag-Lloyd Middle East Shipping LLC or Hapag-Lloyd Saudi LTD or UASC Limited does not charge any fees during the recruitment process, and all communications regarding job offers will come from official company channels. Do not respond to such fraudulent solicitations. You will only be contacted by Hapag-Lloyd HR if you have applied for an open position on our website
