Executive Assistant

Role Purpose
The Executive Assistant provides high-quality administrative and organizational support to senior leadership, enabling the leader to operate effectively and focus on strategic and business priorities.
The role independently manages day-to-day executive support activities, including complex calendar management, meeting coordination, travel arrangements, correspondence, documentation, expenses, and stakeholder interactions. The Executive Assistant exercises sound judgment in prioritizing competing demands and handles confidential and sensitive information with a high degree of professionalism and discretion.

Key Responsibilities

- Provide dedicated administrative and organizational support to one or more senior leaders.

- Manage complex calendars, proactively coordinating meetings, appointments, priorities, and scheduling conflicts.

- Coordinate internal and external meetings, including preparation of agendas, meeting materials, logistics, and follow-up activities.

- Arrange domestic and international travel, including itineraries, accommodation, transportation, and other required logistics.

- Support the preparation of presentations, correspondence, reports, meeting materials, and other business documentation.

- Manage expense reporting, purchase orders, invoices, and other administrative processes as required.

- Act as a key point of contact between the senior leader and internal and external stakeholders, ensuring effective and professional communication.

- Prioritize incoming requests and correspondence, identifying matters requiring immediate attention and ensuring appropriate follow-up.

- Handle confidential and sensitive business and people-related information with appropriate discretion.

- Support leadership team meetings, workshops, town halls, off-sites, and other business or employee events.

- Maintain effective administrative processes, records, documentation, and filing systems.

- Coordinate activities across teams and functions, following up on agreed actions and deadlines where appropriate.

- Identify opportunities to improve administrative processes and ways of working.

- Provide guidance or practical support to less experienced administrative colleagues where appropriate.

- Support broader office administration or facilities-related activities when required.

Decision Making and Scope

The Executive Assistant works independently within established policies, processes, and guidelines and is expected to manage routine and moderately complex matters with limited supervision.
The role requires judgment in determining priorities, resolving scheduling and administrative conflicts, and selecting appropriate solutions from established alternatives. More complex, sensitive, or non-standard matters are escalated to the relevant leader.
The Executive Assistant is expected to anticipate the leader's administrative needs and proactively address issues before they affect business effectiveness.

Stakeholder Management

The role interacts regularly with:

- Senior leaders and their leadership teams

- Executive and administrative assistants across the organization

- Employees across different functions, countries, and levels of seniority

- HR, Finance, Procurement, Travel, IT, and Facilities teams

- External customers, suppliers, partners, and other stakeholders where relevant

The role requires confidence and professionalism when interacting with senior stakeholders and the ability to build effective working relationships across the organization.

Skills and Competencies

- Strong organizational and time-management skills

- Excellent calendar and meeting management capabilities

- Ability to manage multiple priorities in a fast-paced environment

- Strong written and verbal communication skills

- High level of professionalism, integrity, and discretion

- Strong attention to detail and accuracy

- Sound judgment and problem-solving capability

- Ability to work independently while knowing when escalation is required

- Strong stakeholder management and interpersonal skills

- Proactive and service-oriented approach

- Ability to anticipate needs and manage changing priorities

- Confidence working with senior leaders and handling confidential information

- Strong digital capabilities, particularly with Microsoft Outlook, Teams, PowerPoint, Word, and Excel

Experience and Qualifications

- Previous experience in executive assistance, senior-level administrative support, office administration, or a comparable role.

- Experience supporting senior leaders and managing complex schedules and competing priorities is preferred.

- Practical knowledge of administrative processes, procedures, and professional office practices.

- Experience coordinating meetings, events, travel, and senior-level stakeholder interactions.

- Relevant vocational, professional, or higher education may complement practical work experience.

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

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