Executive Assistant (APAC)

The Atlas Corp. and Seaspan teams are goal-driven and share a high-performance culture, focusing on building services offerings to become a leading asset manager. Seaspan provides many of the world's major shipping lines with alternatives to vessel ownership by offering long-term leases on large, modern containerships combined with industry leading ship management serves. Seaspan's fleet has evolved over time to meet the varying needs of our customer base. We own vessels in a wide range of sizes, from 2,500 TEU to 14,000 TEU vessels. As a wholly owned subsidiary of Atlas Corp, Seaspan delivers on the company's core strategy as a leading asset management and core infrastructure company.

Position description:

The Executive Assistant to APAC C-suite executives provides a full range of administrative and office support to ensure the smooth running across executive offices in Hong Kong, Shanghai/APAC

Primary responsibilities:

• Coordinate the scheduling of appointments and events for the CEO, CCO, and GC, including sending electronic invitations, reminders, booking meeting rooms, and preparing relevant materials for upcoming engagements. Attend department meetings and document minutes as needed. 
• Maintain a comprehensive travel tracker; manage travel arrangements, both domestic and international, ensuring all necessary travel documents are prepared and adapting to any last-minute changes that may arise on a 24/7 basis. 
• Facilitate reservations for restaurants and venues for the CEO, CCO, and GC. Receive and categorize invoices ensuring accurate processing through relevant platforms such as Certify, AAP, Dry Docking DMA PowerApp AL. Responsible for preparing and submitting expense reports, as well as reconciling corporate credit card statements, while adhering to budgetary guidelines and monitoring travel approvals for them and their direct reports.
• Manage expense, travel, and leave applications for the CEO, CCO, GC, and their direct reports, including processing approvals through various systems like Certify, AAP, and SAP. Maintain meticulous personal expense trackers; oversee and maintain records of medical insurance claims for them, and their families. Facilitate wet-ink signatures on behalf as per their written approvals. 
• Act as the primary liaison for the Hong Kong Office General Manager, collaborating with office coordinators to assist with office management tasks and provide prompt responses to internal queries, and organize internal office events, covering aspects like date selection, venue booking, catering, and photography for communication purposes.
• Collaborate with the IT and communication teams to assist in video shoots and photography sessions for the CEO, CCO, GC. Address IT-related concerns by raising and resolving IT tickets. 
• Work closely with the communication team to prepare internal swag items and external gifts for customers on behalf of the CEO and CCO. Draft greetings and messages for both internal and external stakeholders, such as festival and celebration messages.
• Provide coverage for colleagues as part of the administrative team and maintain effective collaboration with fellow assistants. 
• Coordinate and oversee memberships and affiliations for the CEO, CCO, and GC. 
• Assist with tax payments for the CEO, CCO, and GC. 
• Undertake any additional responsibilities as assigned.

Requirements:

• Within two to five years in an executive assistant or similar role for multinational firms
• Maintain strict confidentiality with good work ethic and morals; and exercise good judgment
• Strong verbal and written communication skills
• Outstanding attention to detail
• Able to work under pressure in a fast-paced environment
• Approachable and calm, with strong interpersonal skills
• Proficiency with Microsoft Office suite (including Outlook, Word)
• Undergraduates or above
• Fluent in Mandarin Speaking; English and Chinese Word Processing

Additional Desired Qualifications:    

• Able to manage priorities 
• Independent decision-making skills

Job Demands and/or Physical Requirements

• Periodic overtime to meet deadlines or accommodate time zone differences
• Will be required to carry a company-issued cell phone and check emails regularly outside of business hours

If this sounds like a great opportunity for you, click on the APPLY FOR THIS POSITION button below and take a few moments to complete an application and upload your resume. Seaspan employees can apply through the Internal Career Centre, please check SeaNet for the instructions on how to do so.

Atlas Corp. and Seaspan Corporation are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, race, colour, religion, gender, sexual orientation, gender identity, national origin, disability, or protected Veteran status. 

We thank all applicants in advance. If your application is shortlisted to be included in the interview process, one of our team will be in contact with you. No agency calls please.