Executive Assistant to Managing Director

Job Purpose

Provide high-level executive, administrative, analytical, and coordination support to the Managing Director. The role involves managing priorities, coordinating with departments and offices, preparing management reports and presentations, consolidating business information, and following up on key management actions. The candidate must be highly organised, discreet, proactive, technology-savvy, and comfortable handling confidential information.

Key Responsibilities

• Manage the MD’s calendar, meetings, travel, correspondence, and business engagements.
• Coordinate meetings with senior management, clients, shipowners, business partners, authorities, and other stakeholders.
• Prepare agendas, briefing materials, presentations, reports, dashboards, and executive summaries.
• Consolidate information from Marine, Technical, HSSQE, Crewing, Finance, HR, IT, and other departments.
• Review departmental information and highlight key issues, trends, outstanding matters, and management priorities.
• Prepare and maintain management reports, trackers, charts, dashboards, and presentations.
• Monitor deadlines, action items, and outstanding matters and maintain the MD’s action tracker.
• Follow up with department heads and responsible personnel on reports, approvals, and management actions.
• Coordinate information across offices, vessels, departments, and business units.
• Support management meetings, business reviews, board discussions, client meetings, projects, and corporate events.
• Coordinate business travel, itineraries, accommodation, transportation, and related documentation.
• Draft and format professional correspondence, reports, and management documents.
• Verify employee expense claims through the relevant system.
• Maintain organised digital files, corporate records, presentations, and meeting documentation.
• Handle confidential information with professionalism and discretion.
• Support other projects and executive duties assigned by the MD.

IT and Digital Skills

• Strong proficiency in Microsoft PowerPoint, Excel, Word, and Outlook.
• Advanced Excel capability, including formulas, PivotTables, charts, trackers, and data consolidation.
• Proficiency in Microsoft Teams, SharePoint/OneDrive, and digital document management systems.
• Experience with Power BI, AI productivity tools, Microsoft Copilot, ERP, HRMS, vessel management, or project management systems is an advantage.
• Ability to quickly learn and adopt new digital tools to improve reporting and executive efficiency.

Requirements

• Diploma or Degree in Business Administration, Management, Maritime Studies, Communications, or a related discipline.
• Minimum 3 years of experience in Executive Assistant, Personal Assistant, Management Support, Business Coordination, or similar roles.
• Previous experience supporting a Managing Director, CEO, Director, General Manager, or senior executive is preferred.
• Experience in ship management, maritime, shipping, offshore, logistics, or a similar operational environment is an advantage.
• Proven experience preparing management reports, executive presentations, and business documents.
• Strong analytical, organisational, communication, and information-consolidation skills.
• Excellent attention to detail and ability to manage multiple priorities and deadlines.
• Strong follow-up and action-tracking capability.
• Confident in dealing with senior management and external stakeholders.
• High level of professionalism, discretion, confidentiality, and integrity.
• Proactive, independent, resourceful, and comfortable working in a fast-paced operational environment.