Executive Assistant

Your Benefits

End-of-year Bonus

Bonus

Events

Events

Performance-Based Bonus

Performance Based Bonus

Continuous Training

Sharpen your skills and advance your expertise with our professional development programs.

Great Team

It’s truly the people that make the difference — and with us you’ll join the best team around.

Flat Hierarchies

Get straight through to the decision-makers with our streamlined organizational structure.

Job Description

What you can expect

Executive and Administrative Support

Provide day-to-day administrative support to senior leadership and ensure the smooth functioning of the executive office.

Manage calendars, schedule appointments, coordinate meetings, and ensure effective prioritization of commitments.

Prepare and coordinate meeting agendas, presentations, minutes, and other relevant documentation as required.

Handle correspondence, calls, emails, and follow-ups in a timely and professional manner.

Maintain organized records, files, and confidential documents while ensuring accuracy and accessibility.

Travel and Logistics Management

Plan and coordinate domestic and international travel arrangements, including flight bookings, hotel reservations, and ground transportation.

Manage foreign visa processing requirements, including documentation and coordination for destinations such as the UK, US, France, and other countries.

Coordinate forex requests and other travel-related arrangements in line with company policies.

Prepare and share travel itineraries, schedules, and required travel information with the concerned stakeholders.

Proactively manage changes, cancellations, and travel-related issues to ensure smooth travel experiences.

Expense and Reimbursement Management

Manage expense claims, reimbursements, and related documentation through the Happay platform.

Coordinate with employees, finance teams, and relevant stakeholders for timely submission and processing of expense claims.

Track expense-related requests and follow up on pending approvals or clarifications.

Ensure expense records and supporting documents are accurate and maintained in accordance with company policies.

Support timely resolution of expense and reimbursement-related queries.

Stakeholder Management and Coordination

Act as a key point of contact between senior leadership and internal and external stakeholders.

Coordinate with different departments to ensure timely communication, information sharing, and closure of action items.

Organize internal and external meetings, business reviews, and other official engagements.

Follow up with stakeholders on pending matters and ensure commitments and deadlines are met.

Build and maintain effective working relationships through professional communication and service excellence.

Communication and Office Coordination

Draft, proofread, and manage professional emails, letters, reports, and other business communications.

Handle sensitive and confidential information with discretion and maintain a high level of professionalism.

Coordinate office-related requirements and liaise with vendors and service providers wherever required.

Support the planning and execution of events, conferences, and other leadership engagements.

Anticipate administrative requirements and take proactive steps to ensure efficient day-to-day operations.

Compliance and Confidentiality

Ensure adherence to organizational policies, administrative procedures, and approval processes.

Maintain confidentiality of business information, leadership communications, and sensitive documents.

Ensure accurate maintenance of records, travel documentation, expense details, and administrative reports.

Promote transparency, accountability, and professionalism in all administrative and stakeholder interactions.

Handle responsibilities with integrity, discretion, and attention to detail.

What you bring

What skills & experience you will bring to us

Bachelor’s degree in Business Administration, Management, or a related discipline.

4+ years of experience in an Executive Assistant, Personal Assistant, or similar administrative support role.

Prior experience supporting senior leadership or CXO-level executives will be preferred.

Experience in managing domestic and international travel arrangements and foreign visa processing.

Working knowledge of forex requests, expense management, reimbursements, and platforms such as Happay.

Strong proficiency in MS Office applications, calendar management, and professional correspondence.

Excellent verbal and written communication skills with strong interpersonal abilities.

Strong organizational, planning, multitasking, and problem-solving capabilities.

Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and attention to detail.

High level of discretion, confidentiality, ownership, and a proactive approach to work.

Business Unit

Air & Ocean

Regardless of whether it is a long-distance shipment or a particularly time-critical shipment, we at Rhenus make everything possible for our customers and partners to get the goods to their destination safely and on time. Our particular strength lies in our global network, which is constantly being maintained and expanded. As part of Rhenus Air & Ocean you can, therefore, expect to find a whole host of exciting tasks all over the world, a wide range of opportunities for personal development, and the chance to take on responsibility in an international working environment.

Welcome to Rhenus

Where our journey of growth connects with yours.

We are a global powerhouse on a mission to be pioneers in everything we do. United, we make an impact and dare to redefine what's possible. Ready to unlock untapped potential. We are on the fast track. At Rhenus, we thrive on collaboration. Every voice is heard, and every idea is valued. We stand as one global team. Where everyone contributes to our success. Together, we shape the future of logistics and beyond. Empowered by you.

Recruitment Process

Online application

Your documents will reach us quickly and directly via our online application form; depending on the position, a cover letter may be required. In any case, we are eager to see your CV and references – for us, the best way to make a good first impression.

Application screening

Our HR team and the responsible department will take a close look at your application as soon as possible. We will do our best to give you feedback within two weeks. With your agreement, we would also be happy to forward the documents to other business units if the selected position does not work out.

Selection Process

Depending on the position, there are various ways of finding out if we are a good match for each other. In most cases, we rely on a personal interview, on a eye level of course. Online tests, assessment centres or work on a trial basis may also be possible. In the end, the best decision is taken for both sides.

Onboarding

With your commitment, you are a part of the Rhenus Group right away – we are already eager to shape the logistics of the future together with you. To ensure that your start is a complete success, we will familiarise you with everything you need to know about Rhenus and your assignment with us. Your experienced colleagues will guide you every step of the way, and together you will easily master each of your new tasks.