Executive Assistant (Maritime)

We are seeking a highly organized and proactive Executive Assistant to provide executive and administrative support to the Managing Director. The role will involve managing schedules, coordinating with senior stakeholders, preparing management reports and presentations, and following up on key business matters.

Key Responsibilities

• Manage the Managing Director's calendar, meetings, travel arrangements, and appointments.
• Coordinate meetings with senior management, clients, business partners, and other stakeholders.
• Prepare meeting agendas, presentations, reports, briefing materials, and correspondence.
• Consolidate information from different departments and prepare management summaries and reports.
• Maintain action trackers and follow up with departments on outstanding matters and deadlines.
• Coordinate information and requests between the Managing Director and department heads.
• Maintain confidential documents, records, and correspondence.
• Assist with business meetings, corporate events, conferences, and management visits.
• Prepare Excel reports, trackers, dashboards, and presentations as required.
• Support special projects and other duties assigned by the Managing Director.

Requirements

• Diploma or Degree in Business Administration, Management, Maritime Studies, Communications, or a related discipline.
• Minimum 3 years of relevant experience as an Executive Assistant, Personal Assistant, Management Support Executive, or similar role.
• Experience supporting a Managing Director, CEO, Director, or senior executive is preferred.
• Experience in the maritime, shipping, offshore, logistics, or related industries is advantageous.
• Strong proficiency in Microsoft PowerPoint and Excel.
• Excellent organisational, communication, and time-management skills.
• Strong attention to detail and ability to manage confidential information.
• Good analytical and reporting skills with the ability to summarise information clearly.
• Proactive, independent, and comfortable working with senior management and multiple stakeholders.
• Experience with SharePoint, Power BI, Microsoft Copilot, or other digital productivity tools is an advantage.