Executive Secretary

About the role

The Executive Secretary provides high‑level administrative support to the Chief Commercial Officer (CCO) and the Commercial Department of a global ship‑management leader. The role ensures smooth daily operations, accurate data handling, and effective coordination of internal and external communications.

Key responsibilities

• Maintain and update commercial databases, including ships under management, enquiries, proposals, clients, and business opportunities.
• Collect information from internal departments for monthly analysis, commercial reports, and management reporting.
• Manage the CCO’s calendar, schedule meetings, prepare materials, handle correspondence, and arrange travel logistics.
• Prepare presentations, business proposals, tender submissions, and other business‑development documents.
• Coordinate vendor onboarding, registration, compliance documentation, invoice review, and payment processing.
• Support budgeting, forecasts, subscriptions, memberships, and sponsorship expense monitoring.
• Assist in planning client events, conferences, and corporate functions, and manage distribution of newsletters and publications.

Required profile

• Bachelor’s degree in a related discipline (preferred).
• Minimum 2 years of experience as a secretary supporting an executive‑level manager.
• Highly responsible, well‑organized, and detail‑oriented.
• Strong communication skills with a pleasant demeanor.
• Fluent in spoken English and Chinese.

Required skills

• Proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

What we offer

• Opportunity to work with a globally respected maritime company.
• Access to continuous learning and structured career development.
• Collaborative environment anchored in integrity and long‑term relationships.