Executive Assistant

The new Multipurpose Terminal in the Port of Trieste for Container, RoRo, General Cargo and Project Cargo. The terminal, located in the heart of the Adriatic, is to accommodate growing demand and to become the future interchange platform between sea and rail on the intersection of Baltic, Adriatic and Mediterranean railway.

Executive Assistant

Trieste, Via degli Alti Forni snc.

HHLA PLT Italy S.r.l.

Transport/Logistik/Containerumschlag

Purpose of the job

Support the CEO primarily and provide additional support to the management team, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.

Responsibilities:

1. Assist with agenda management for the CEO, including scheduling meetings, appointments, and events, and making travel arrangements as required.
2. Provide administrative support, including managing and drafting correspondence and organizing documents between the different departments and with the relevant Public Authorities.
3. Monitor and manage certified email account (PEC) distributing to the relevant stakeholders.
4. Maintain comprehensive and accurate records.
5. Organize and coordinate meetings, including scheduling, sending reminders, and organizing catering when necessary.
6. Collaborate with the Finance department in the organization and minutes recording of Board of Directors or other sensitive meetings.
7. Draft administrative documentation including official presentations, communications, and documents.
8. Handle sensitive information with a high level of discretion and confidentiality.
9. Organize external visits/events as needed (e.g. HHLA headquarters management, authorities).

Requirements:

1. Bachelor's degree (preferably in Economics, Linguistics, Communications or similar).
2. Proven experience as an Executive Assistant or similar administrative role.
3. Excellent written and verbal communication skills.
4. Strong organizational and planning skills.
5. Ability to multitask and prioritize daily workload.
6. High level of discretion and confidentiality.
7. Fluent spoken and written Italian is a must.
8. Fluent spoken and written English is a must.
9. German is a plus.
10. MS Office proficiency.
11. Valid EU work permit.
12. Willing to relocate to Trieste at short notice.

HHLA PLT Italy is part of HHLA Group, with over 6,400 employees worldwide. Success means different things to different people. Therefore, we try to make it possible for each employee working for us to be successful in their own way and develop professionally in accordance with our corporate goals.

Does this spark your interest? Then apply for a job with us!

If you would like to shape the future of HHLA PLT Italy together with us, we look forward to receiving your application - preferably online using our application form.