Job Description

We are seeking a proactive and highly organised Executive Assistant to provide comprehensive support to the Managing Director. The successful candidate will manage schedules, coordinate meetings, prepare reports and presentations, track key actions, and facilitate communication across departments. This role requires strong organisational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage the Managing Director’s calendar, appointments, travel arrangements, and business commitments.
• Coordinate internal and external meetings and ensure all required materials are prepared in advance.
• Prepare agendas, reports, presentations, and briefing documents.
• Manage correspondence and follow up on outstanding matters.
• Handle confidential information with professionalism and discretion.

Reporting & Administration

• Prepare management reports, presentations, executive summaries, and meeting materials.
• Consolidate information from various departments for management review.
• Maintain accurate records, filing systems, and documentation.
• Verify and process expense claims where required.
• Draft business correspondence and internal communications.

Meeting & Project Coordination

• Organise meetings, prepare supporting documents, and track action items.
• Monitor deadlines and ensure timely follow-up with relevant stakeholders.
• Support management projects and initiatives by coordinating information and deliverables.
• Liaise with department heads to gather updates and ensure completion of assigned tasks.

Data Management

• Collect, analyse, and consolidate operational and business data.
• Prepare trackers, dashboards, and reports using Excel and other reporting tools.
• Ensure information provided to management is accurate and timely.

Travel & Event Coordination

• Arrange business travel, accommodation, transportation, and itineraries.
• Support management visits, conferences, client meetings, and corporate events.
• Coordinate logistics and administrative requirements for business engagements.

Requirements

• Diploma or Degree in Business Administration, Management, Communications, Maritime Studies, or a related discipline.
• At least 3 years of relevant experience in an Executive Assistant, Personal Assistant, Administrative Support, or similar role.
• Experience supporting senior executives or management teams preferred.
• Experience within maritime, shipping, offshore, logistics, or related industries will be advantageous.
• Strong experience preparing professional reports and presentations.

Skills & Competencies

• Excellent organisational and multitasking abilities.
• Strong communication and interpersonal skills.
• High level of accuracy and attention to detail.
• Ability to work independently and manage competing priorities.
• Strong analytical and problem-solving skills.
• Professional, resourceful, and capable of handling confidential information.
• Comfortable interacting with senior management and external stakeholders.

Technical Proficiency

• Proficient in Microsoft Office applications, particularly PowerPoint, Excel, Word, and Outlook.
• Strong knowledge of Excel reporting, data analysis, and presentation preparation.
• Familiarity with Microsoft Teams, SharePoint, and digital document management systems.
• Experience with Power BI, ERP systems, HRMS, AI productivity tools, or project management software is an advantage.

Preferred Candidate

The ideal candidate is a detail-oriented professional who can effectively support senior management while coordinating across multiple departments. They should possess strong reporting and presentation skills, be comfortable working with data, and demonstrate the initiative to follow up on key business matters and drive actions to completion.