Executive Assistant

EXECUTIVE ASSISTANT TO VICE PRESIDENT JOB DESCRIPTION (m/f)

BV is looking for a well-organized Executive Assistant to provide support for the regional VP. This is a great opportunity to establish working relationships with high-level executives and contribute to the overall efficiency of our organization. Confident with communication and people skills: - often being the first point of contact and representative for the VP, you will need to possess excellent communication skills. The image of the VP relies heavily on the ability to communicate effectively and appropriately with a wide variety of people including external parties and more importantly internal Staff.

Critical skills and qualifications:

• Time management and ability to meet deadlines
• Verbal and written communication skills
• Strong organizational skills and ability to multitask
• Problem-solving and decision making
• Proactivity and self-direction
• Strong Interpersonal skills

Functional Competencies:

Primary tasks:

• To assist the VP in organizing their administrative workload. Liaising with the VP regarding the events of the day, ensuring follow-up on action items
• Provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Draft, edit, and proofread correspondence, presentations, and sales-related documents with precision.
• Ensure that documents are given to the VP for the next day’s meetings and that any instructions/directions are obtained prior to the meeting, internally and externally.
• Manage a wide range of administrative and prepare a variety of correspondence, agendas, reports, manuals and other materials
• Ensuring smooth day-to-day operations, requiring strong communication, time management, and proficiency in sales tools and CRM systems.
• Build and maintain strong professional relationships across all levels of the organization.
• Organise workload and prioritise daily using own initiative and knowledge of the work with minimum supervision from the
• Coordinate with internal and external stakeholders for meetings and events.
• Execute ad hoc administrative tasks and special projects assigned by the VP.

Sales Support:

• Assist with sales reporting by compiling data from CRM systems and preparing sales dashboards.
• Prepare sales presentations, and client materials as needed including customer analysis, plus coordinating logistics and client communication.
• Coordinate with the executive management team and commercial team to ensure timely follow-up on leads and customer inquiries, when required.
• Assemble and prepare papers required by the VP to attend external meetings, prepare reports, or reply to requests for information.

Administrative Tasks:

• Maintain accurate, clear and effective filing systems & records, both digital and physical and keep them updated.
• Collects and compiles data and other information for inclusion in special and periodic reports.
• Arrange a variety of weekly meetings and when required, take accurate notes when attending the meeting. Ensure that matters arising from meetings are dealt with by the appropriate people within agreed timescales.
• Ensure that all meetings chaired or hosted by the VP are appropriately catered.
• Ensure the VP is fully prepared and informed for all meetings, which may include pre-read materials relevant to each meeting.

Event Coordination:

• Assist with planning and execution of sales-related events, conferences, and trade shows.
• Manage registration, logistics, and attendee communication for events.

Secondary tasks:

• Extensive calendar management, including prioritizing and arranging meetings and appointments.
• Ensure regular schedule of recurring meetings with all VP's direct reports.
• Coordinate logistics for travel such as flight bookings, arranging accommodation, and meeting coordination. Make judgments regarding cancellations, reschedules, and other changes.
• Submit timely travel expense reports/reimbursement follow-ups for VP.

Requirements:

• Relevant senior level Executive Assistant or equivalent experience in the maritime industry
• Bachelor’s degree or equivalent combination of education and experience
• Ability to manage high levels of confidentiality and act as a trusted confidante.
• Very well organized and on top of all relevant issues and matters at all times.
• Ability to multi-task and work flexibly in a highly dynamic work environment.
• Self-directed and self-motivated; able to work independently with little or no supervision.
• Quick & efficient with exceptional organization & time management skills.
• Ability to work collaboratively, and to foster and promote a collaborative culture within BV.
• Focused, analytical and ability to think strategically and identify creative solutions.
• Ability to build positive internal and external relationships at all levels
• Strong event planning skills.
• Demonstrated experience and proficiency in Office 365 and SharePoint and a willingness to be trained in new applications.
• Tech savvy, confident and creative.

Required Skills and Qualifications:

• Proficient in Microsoft Office Suite: Strong skills in Excel, PowerPoint, Word, and Outlook
• CRM Expertise: Familiarity with Salesforce or other CRM systems to manage sales data and reports
• Database experience: Clarkson, Seasearcher and similar
• Excellent Communication Skills: Ability to communicate effectively both verbally and in writing with diverse stakeholders
• Organizational Skills: Detail-oriented with strong time management skills to prioritize tasks and meet deadlines
• Discretion and Confidentiality: Ability to handle sensitive information with utmost confidentiality
• Fluent in English
• Proven experience as an Executive Assistant, preferably within a maritime sales or business development environment

• Knowledge of sales processes and terminology in the maritime industry
• Ability to work independently and as part of a team