Job Description
Job Description
We are seeking a highly capable and motivated Executive Assistant to support senior leadership within a thriving maritime organization. This role is ideal for a proactive professional who is technically savvy, excels in advanced Excel, and thrives in a fast-paced, operationally driven environment. The successful candidate will be innovative, adaptable with working hours, and eager to build strong relationships across teams while growing alongside a dynamic and expanding company.
Key Responsibilities
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Provide high-level administrative and operational support to executive leadership
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Manage complex calendars, meetings, travel arrangements, and shifting priorities
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Prepare, analyze, and maintain reports, dashboards, and financial or operational data using advanced Excel functions (e.g., pivot tables, formulas, data analysis tools)
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Coordinate communication and workflows between executives, vessel operations, and shore-based teams
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Support recruiting and hiring efforts, including:
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Screening resumes and applications
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Coordinating interviews and communicating with candidates
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Assisting with job postings and tracking candidate pipelines
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Assist with special projects, process improvements, and data-driven initiatives
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Draft professional correspondence, presentations, and internal documentation
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Anticipate executive needs and proactively resolve issues before they arise
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Maintain confidentiality and exercise sound judgment in all matters
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Adapt to flexible working hours, including early starts or late evenings as operational needs require
Required Qualifications
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Proven experience as an Executive Assistant, Administrative Manager, or similar role, preferably in maritime, logistics, transportation, or a fast-paced operational industry
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Advanced proficiency in Microsoft Excel (required)
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Experience with resume screening, interview coordination, or recruiting support
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Strong technical aptitude with the ability to quickly learn new systems and tools
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Exceptional organizational, time-management, and problem-solving skills
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Excellent written and verbal communication abilities
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High level of professionalism, discretion, and reliability
Key Attributes for Success
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Innovative mindset with a desire to improve processes and workflows
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Flexible and adaptable, with a strong work ethic and availability as business needs evolve
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Relationship-focused, able to build trust and collaborate across diverse teams
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Curious, growth-oriented, and motivated to learn within a company that is thriving and expanding