Executive Assistant — Director
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Job Summary
Executive Assistant — Director
We are seeking a highly organized and discreet Executive Assistant to support the Director . The role requires proactive calendar and meeting management coordination of complex domestic and international travel liaison with ports and regulatory bodies and preparation of sensitive reports and presentations. The successful candidate will act as a central point of contact for internal and external stakeholders and ensure timely follow-up on operational instructions across departments.
- Strategic calendar and meeting management: manage a complex flexible diary to maximize the Director's productivity; prepare meeting agendas capture minutes and track action items for board and stakeholder meetings.
- Domestic and global logistics and travel: coordinate intricate travel itineraries flights accommodation ground transport and visa requirements for maritime-related business trips; ensure error-free arrangements and thorough pre-trip briefs.
- Communication and liaison: serve as primary contact between the Director and internal teams port authorities shipping agents and regulators; maintain professional stakeholder relationships and monitor responsiveness.
- Document and data management: prepare high-level reports presentations briefings and correspondence; manage sensitive financial and operational documents with strict confidentiality.
- Operational oversight: record and follow up on instructions issued by the Director to HR Finance Operations and other departments to ensure timely execution.
- Performance monitoring: support KPIs including reduction of the Director's administrative load faster response times on-time delivery of critical reports and zero-error travel arrangements.
- Bachelor's degree in Business Administration Management or related field required; Master’s degree preferred for senior roles.
- 3 to 10 years of executive support experience preferably within corporate maritime or shipping environments.
- Proven experience coordinating complex domestic and international travel and handling visa and regulatory requirements.
- Demonstrated ability to manage confidential information and work under pressure in a dynamic industry.
- Calendar management
- Executive support
- Travel coordination
- Visa documentation
- Meeting minutes and action tracking
- Stakeholder communication
- Port authority liaison
- Shipping regulations knowledge
- Document management
- Confidentiality and discretion
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Scheduling tools
- Project tracking
- Logistics coordination
- Time management
- Report writing
- Presentation design
- Data analysis
- Problem solving
- Attention to detail
- Interpersonal communication
- Multitasking
- Risk and compliance awareness
Required Skills:
Calendar management Executive support Travel coordination Visa documentation Meeting minutes and action tracking Stakeholder communication Port authority liaison Shipping regulations knowledge Document management Confidentiality and discretion Microsoft Excel Microsoft PowerPoint Microsoft Outlook Scheduling tools Project tracking Logistics coordination Time management Report writing Presentation design Data analysis Problem solving Attention to detail Interpersonal communication Multitasking Risk and compliance awareness
