Executive Assistant - Area Central Africa at Hapag-Lloyd AG

Position Overview:

• To provide administrative and communications support for Managing Director, Area Central Africa Office, establishing working relationships with the Area Leadership team and other stakeholders of the office, and contributing to the overall efficiency of our organization. As the Executive Assistant, you will proactively take the initiative for internal and external communications with professionalism and creativity, thereby contributing to the employer brand (externally) and employer engagement (internally).

Key Responsibilities:

Executive Assistant Responsibilities

Time Management & Productivity

• Calendar Efficiency: Maintain % of meetings scheduled/rescheduled without conflicts.
• Task Completion Rate: Ensure % of assigned tasks completed on time.
• Response Time: Maintain average time taken to respond to emails and requests.
• Travel Coordination Accuracy: Ensure % of error-free travel arrangements.

Stakeholder Management

• E-Mail & Call Management Efficiency: Handle % of emails/calls independently.
• Stakeholder Satisfaction Score: Gather feedback from executives and key contacts.
• Meeting Preparedness: Ensure % of meetings have necessary materials prepared in advance.

Organization & Documentation

• Document Management Accuracy: Maintain % of error-free reports, presentations, or minutes.
• Confidentiality Compliance: Ensure % adherence to data security policies.

Travel Management

• Plan, coordinate, and book domestic and international travel itineraries, including flights, visas, accommodations, transportation, and meeting logistics.
• Ensure cost-effective travel options aligned with company policies and executive preferences.
• Prepare detailed travel packs with itineraries, confirmations, local contacts, and meeting schedules.
• Monitor travel calendars and proactively resolve conflicts or delays.
• Track travel expenses and support timely, accurate expense reporting and reconciliation

Office Manager Responsibilities

Office Operations & Efficiency

• Office Supply Management: Ensure % of supplies available without stockouts.
• Facility Maintenance Resolution Time: Minimize average time taken to resolve office issues.
• Budget Adherence: Maintain % of expenses within the allocated office budget.
• Vendor & Contract Management: Ensure % of contracts are renewed or renegotiated on time.

Administrative Support

• Employee Satisfaction Score: Gather feedback from employees regarding office support efficiency.

Communication & Coordination

• Meeting & Event Organization: Ensure % of successful internal events/meetings are arranged.
• Internal Communication Effectiveness: Maintain % of employees informed about key updates.

System Approval

• Ensure timely and correct approval as per guidelines and policies in place.

Communication Responsibilities

• Content Creation & Updates for CAF-Page on Hub.
• Accuracy & Clarity: Ensure all written and visual content is clear, concise, and error-free.
• Content Output: Meet deadlines for newsletters, social media posts, press releases, or other materials.

Qualifications:

• Degree in Public Relations, International Relations, Journalism, Business Administration, or an equivalent qualification
• Proven experience in executive support roles with a focus on communication
• Language requirements: English & French are a must, while Portuguese is a plus.
• Exceptional written and verbal communication skills
• Proficiency in communication tools and software
• Strong organisational and project management skills
• Creativity and innovation in communication strategies
• Ability to maintain confidentiality and handle sensitive information
• Ability to analyse data and interpret them, multitask and attentive to detail
• Adept at building and maintaining professional relationships
• Problem Solving, decision-making ability and ability to meet deadline