The posting
Role Overview: The Senior Admin. Executive provides high-level secretarial and administrative support to Senior Management while overseeing smooth operations within the Administration Department. This role ensures seamless operational execution across business travel, project administration, commercial support, compliance with ISO standards, and continuous process improvements.
Key Responsibilities:
- Provide comprehensive administrative and secretarial support to senior management and the Administration Department.
- Manage calendars, schedule appointments, and coordinating meetings. Arrange business travel, accommodation, transportation and other logistical requirements when necessary.
- Draft, format, review and distribute emails, business correspondence, reports, presentations and other management documents.
- Assist in preparing meeting agendas, collating meeting materials, recording minutes where required, and tracking follow-up actions.
- Coordinate and follow up on assigned tasks, outstanding matters and deadlines to ensure timely completion.
- Handle incoming telephone calls, emails and visitors professionally.
- Maintain organised electronic filing systems and safeguard company documents, records, correspondence and confidential information.
- Basic knowledge of document control practices, including document registration, tracking, filing, revision management, and maintaining accurate document records.
- Assist in preparing management reports, consolidating information, updating trackers and maintaining administrative records.
- Provide administrative support to senior management, including coordinating management expenses, preparing and processing claims and verifying supporting documents.
- Assist with commercial and contractual administrative matters, including preparing and compiling quotations, proposals, letters, and other commercial documentation as required.
- Provide day-to-day administrative support, coordinate workloads and assist with the smooth operation of the Administration Department.
- Provide administrative support for enquiries, including maintaining project numbering, correspondence, and enquiry trackers.
- Assist in coordinating project kick-off meetings, client meetings, internal discussions and other project-related activities.
- Assist in maintaining administrative procedures, standard templates, work instructions and departmental records in accordance with company procedures and applicable ISO quality management requirements.
- Support office administration and maintenance activities, including coordinating office facilities, equipment, supplies, vendors and general workplace upkeep.
- Identify opportunities to improve administrative workflows, standardise procedures and reduce repetitive manual work, including supporting process improvement and automation initiatives where applicable.
- Perform cross-functional administrative duties to ensure business continuity and support the smooth operation of the Administration Department.
- Handle confidential management, employee, client and company information with professionalism and discretion.
- Perform any other duties or ad hoc assignments as assigned by the supervisor or management.
Requirements:
- Diploma or Degree.
- Minimum 2 years of relevant administrative or secretarial experience in the Marine or Shipping industry.
- Experience providing administrative support to senior management will be an advantage.
- Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, PowerPoint and Microsoft Teams.
- Excellent organisational, time management and prioritisation skills.
- Strong attention to detail and accuracy in preparing documents, checking claims and maintaining records.
- Good written and verbal communication skills, with the ability to draft professional business correspondence.
- Strong coordination and follow-up skills, with the ability to manage multiple assignments and meet deadlines.
- Ability to work independently, take initiative and exercise sound judgement while recognising matters requiring escalation.
- Ability to work collaboratively with colleagues across different departments and functions.
- Ability to maintain confidentiality and exercise discretion when handling sensitive management, employee, financial and commercial information.
- Proactive, resourceful and eager to learn new systems, processes and ways of working.
- Experience in document control, administrative reporting, process improvement or workflow automation will be an advantage.
