Job Description
Assist in the management and prioritization of (2)superiors’s time by maintaining their diaries
Take the initiative to resolve issues quickly and in an appropriate manner
Provide efficient and responsive general administrative services to the department
Duties and Responsibilities
Your main responsibilities in this role include the following:
Manage the scheduling and arrangement of meetings, ensuring guests are well taken care of
Conduct periodic meetings with superior to discuss upcoming engagements, invitations, and other requests
Ensure superior is fully briefed on and prepared for any upcoming engagements or meetings, conducting appropriate research on his or her behalf, as required
Document meeting minutes and distribute across relevant parties
Manage and maintain superior’s diary, assisting in the prioritization of his or her time appropriately
Maintain an organized filing system, liaising with clients, suppliers, and staff, as required
Monitor and screen incoming communication, responding as appropriate
Maintain an up-to-date and accurate record of documentation and electronic correspondence on behalf of superior
Ensure activities are conducted in line with the superior’s work habits and preferences
Coordinate travel arrangements, reconcile travel and expense reports for the superior and his team
Plan and organize workload, taking the initiative to resolve issues quickly and in an appropriate manner
Provide assistance to the management team during absences to ensure the maintenance of a high level of service
Ensure activities are carried out with discretion, upholding confidentiality as required
Operate and maintain office equipment for the department including printers, scanners, and copiers
Provide ad-hoc support as requested by superior and department staff
Job Requirements
Minimum of 3 - 5 years of experience in a similar role
Degree or Diploma in secretarial/Administrative studies
Extensive experience in organizing and coordinating office operations
Excellent oral and written communication skills, fluent in English
Self-motivated, reliable, and willing to work flexible hours
Proficient computer skills with an in-depth knowledge of relevant software packages such as the MS Office Suite
Ability to work under pressure
Reliable and diligent in carrying out responsibilities
Accuracy and attention to detail
Strong organizational skills with the ability to prioritize, meet deadlines and manage multiple tasks simultaneously
Job Details
Company/Organization: Hapag-Lloyd AG
Vacancy Type: Full-time Job
Job Functions: Administrative
Job Location: Dubai, United Arab Emirates
Application Deadline: N/A
Apply For Job
Send your resume to rmecareers@hlag.com
NB: Mention job title “Personal Assistant to Senior Director” in mail subject
