Job Description
The Executive Assistant provides executive, administrative, analytical, and coordination support to the Managing Director. The role requires an organised, discreet, and technology-savvy professional who can manage the MD's priorities, coordinate across departments/offices, prepare management reports and presentations, consolidate business information, and ensure timely follow-up. The candidate should be comfortable supporting senior management, handling confidential information, and converting operational information into clear, concise reports and presentations.
Responsibilities:
Executive Support to Managing Director
- Manage the MD's calendar, meetings, travel, appointments, and business engagements.
- Coordinate internal/external meetings with senior management, clients, shipowners, partners, authorities, and stakeholders.
- Prioritise meetings and ensure the MD is properly briefed and prepared.
- Prepare agendas, briefing materials, presentations, documents, and background information.
- Manage correspondence, communications, documentation, and follow-up matters.
- Handle confidential information with discretion and professionalism.
Management Reports and Presentations
- Prepare PowerPoint presentations, management reports, briefing papers, dashboards, charts, and executive summaries.
- Consolidate information from Marine, Technical, HSSQE, Crewing, Finance, HR, IT, and other functions.
- Review departmental submissions and highlight key issues, trends, outstanding matters, and priorities.
- Support management meetings, business reviews, client meetings, board discussions, and corporate presentations.
- Convert complex operational information into concise executive presentations and maintain standard reporting templates.
- Verify employees expense claims in the system.
Data and Information Management
- Collect, organise, analyse, and consolidate business and operational data required by the MD.
- Prepare tables, charts, graphs, trackers, and dashboards using Excel and other reporting tools.
- Monitor management information, actions, deadlines, and outstanding matters.
- Maintain organised digital filing and document management systems.
- Ensure reports and information are accurate, complete, and submitted on time.
Meeting and Action Tracking
- Coordinate MD meetings and prepare agendas and supporting documents.
- Record key decisions, actions, responsibilities, and deadlines as required.
- Maintain the MD Action Tracker and follow up on outstanding items.
- Provide updates on overdue actions and ensure decisions are communicated to relevant stakeholders.
Cross-Department Coordination
- Coordinate between the MD and department heads.
- Follow up on reports, information, approvals, and actions requested by the MD.
- Coordinate information across offices, vessels, and business units.
- Support special projects and management initiatives.
- Track project milestones and deliverables and escalate delays or issues when appropriate.
Business and Administrative Support
- Draft and format correspondence, reports, internal communications, and management documents.
- Coordinate business travel, itineraries, accommodation, transportation, meetings, and documentation.
- Support business events, management visits, conferences, corporate functions, and external engagements.
- Maintain key corporate documents, presentations, meeting materials, and correspondence.
- Perform other executive support duties assigned by the MD.
IT and Digital Skills
Strong IT capability is essential. The candidate should be proficient in:
- Microsoft PowerPoint, Excel, Word, and Outlook.
- Microsoft Teams and SharePoint/OneDrive or equivalent platforms.
- Excel formulas, PivotTables, charts, data consolidation, trackers, and reporting.
- Digital document management and electronic filing systems.
Advantageous:
- Power BI or other reporting tools.
- AI-assisted productivity and presentation tools.
- Microsoft Copilot or similar applications.
- Project/task management systems.
- ERP, HRMS, vessel management, or corporate information systems.
The candidate should be able to adopt new digital tools to improve executive reporting efficiency and quality.
Qualifications and Experience
- Diploma or Degree in Business Administration, Management, Maritime Studies, Communications, or a related discipline.
- Minimum 3 years relevant experience in Executive Assistant, Personal Assistant, Management Support, Business Coordination, or similar roles.
- Experience supporting a Managing Director, CEO, Director, General Manager, or senior executive is preferred.
- Experience in ship management, maritime, shipping, offshore, logistics, or similar operational environments is an advantage.
- Strong experience preparing executive-level reports and presentations.
Key Competencies
The successful candidate should demonstrate:
- Excellent organisational, time-management, communication, and attention-to-detail skills.
- Strong PowerPoint, reporting, analytical, and information-consolidation abilities.
- Ability to identify key information and summarise complex matters clearly.
- Strong follow-up, action-tracking, and multi-priority management skills.
- Confidence in dealing with senior management and external stakeholders.
- Professionalism, discretion, confidentiality, initiative, and independence.
- Ability to work effectively in a fast-paced operational environment.
Preferred Candidate Profile
The ideal candidate should function as an effective extension of the Managing Director's office, beyond routine administration. The candidate should gather information from multiple departments, understand key issues, organise information logically, and produce concise, professional management reports or presentations.
The successful candidate should be comfortable working with data, preparing presentations independently, following up with senior managers, and using digital tools to improve the MD's visibility of key business and operational matters.
