An opportunity to be part of a high performance team that ensures APM Terminals is the most efficient, safe and profitable terminals in the region
The position holder will Manage office management and related administrative activities, logistics and event management while contributing to maintain a productive work environment.
Provides guidance and support to management in Communications and CSR matters.
Acts as Head of West-Med terminals’ Executive Assistant ensuring high quality, detailed assistance and pro-active support within content and subject management in all matters.
Executive Assistant to Head of WM terminals :
Manages Head of WM Terminals’ calendar and ensure it is following set standard work as part of the Company Way of Working.
Screens incoming calls and correspondence and responds independently when possible.
Prepares memorandums as required, for Head of West-Med Terminals.
Arranges programs, events or conferences by procuring facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
Directs preparation of records such as agenda, notices, minutes and resolutions of corporate & Senior Management meetings.
Acts as a custodian of corporate documents and records.
Administrative support for budget management, including PO creation & execution of invoices within Head of WM terminals’ scope.
Directs preparation and filing of corporate legal documents; as requested by Head of WM Terminals.
Handles business travel, including air tickets, hotel bookings, car rentals and visas for Head of WM Terminals.
Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
Act as focal point to Head of WM Terminals’ guests and visitors.
Prepares expense reports and handling.
Assists and follows up on specific projects, events and targets established within the role.
Maintains confidence and protects the portfolio by keeping information confidential.
Following up with the manager on important tasks and deadlines.
Office Management :
Manages office stationery.
Interacts with the Purchasing and Finance functions to ensure timely delivery and payment of office supplies, equipment, and furniture.
Assists in the negotiation and contract management for facilities activities (Office Cleaning, agreements with hotel, travel agencies, etc).
Supervises general office staff such as General services assistant & Messenger / driver.
Oversee all reception and secretarial / administrative duties ensuring a high-quality customer experience.
Organize visits and act as focal point for HQ in that sense.
Organize / supervise events : preparation & coordination of in-house townhalls, celebrations, off-site gatherings.
Maintain office condition and manage / improve office layout & branding.
Ensure office operations and procedures are organized such as information
flow, phone, correspondence and filing systems.
Communications & CSR
Develops communications & CSR processes that are effective and represent an internal leverage of the different companies and functions’ missions and visions.
Supports management team with communications & CSR strategy deployment and social & community management initiatives. This, with aim to enable APM Terminals to build a strong and positive employer brand both internally and externally.
We are looking for
Requires completion of a bachelor’s degree in business or related field; specific training in Management assistance is an advantage.
Preferred 5-7 years of Personal / Executive Assistant experience in an international environment experience and / or previous office management experience is required.
Communication or Marketing experience is an advantage.
A high level of understanding of office procedures is essential.
A general understanding of basic accounting principles is essential.
A general understanding of basic business practices is essential.
Must have excellent knowledge of English & Spanish grammar, spelling and punctuation.
Must have basic organizational and planning skills, so that work flow is managed efficiently and accurately.
Must have a high level of proficiency in the use of MS Office, including Word, Excel, Power Point and other related applications.
Must have excellent communications skills, both verbal and written.
Must have excellent interpersonal skills, with the ability to interact with all levels of co-workers and individuals.
Must be able to handle matters of company business with confidentiality and integrity.
Must be well-organised, independent, timely & pro-active in carrying out duties.
Must be able to exercise sound business judgment in order to establish priorities.