Executive Assistant to CXO

About the role

The successful candidate will join the Shipping team and provide essential administrative support to the Vice President and the broader team. This role ensures smooth day‑to‑day operations, facilitates key projects, and acts as a trusted partner for senior management.

Key responsibilities

• Manage the VP’s calendar, inbox, and all correspondence, including phone calls and messages.
• Handle monthly budget reconciliation, expense claims, subscriptions, re‑billing and invoice processing using SAP and Excel.
• Maintain compliance processes such as COI and 20F documentation.
• Organise meetings, book venues and rooms, and set up web conferences for large internal events and fairs.
• Arrange last‑minute travel, transport, accommodation, visas and check‑ins.
• Prepare and edit presentations, reports and documents using PowerPoint, Excel and Word.
• Administer recruitment, onboarding, team leave, sickness records and maintain filing systems in collaboration with HR.
• Support weekly leadership meetings by managing the VP’s to‑do list and team location information.

Required profile

• Strong organisational and multitasking abilities in a fast‑paced environment.
• Proven experience providing administrative support to senior executives.
• Excellent communication skills and professional demeanor.
• Ability to interact with senior management and various corporate functions.

Required skills

• Microsoft Office (Word, Excel, PowerPoint)
• SAP