Executive Assistant to CEO

An opportunity to join a leading international ship operation and management company with over 70 years of industry experience and a reputation for excellence and reliability.

They foster a high-performing, results-driven culture that prioritises safety, collaboration, and innovation. As their fleet and operations continue to grow, they are looking for skilled and motivated individuals to join the team and contribute to future success.

The firm are seeking an accomplished and experienced Executive Assistant to provide exceptional, high-level support to the CEO. In this dynamic and multifaceted role, you will deliver the highest standards of assistance, encompassing a broad range of responsibilities, including complex calendar and schedule management, comprehensive travel coordination, and strategic administrative support.

Key Responsibilities:

• Diary Management: Ensure effective coordination of the CEO's diary, working closely with contacts at affiliated companies, family members, and other guests to manage commitments efficiently.
• Maintain and update all Outlook calendars to accurately reflect business and private appointments, including meetings, lunches, dinners, travel arrangements, and reminders.
• Proactively establish professional relationships with the CEO's contacts, ensuring trust and collaboration.
• Serve as the initial point of contact for all telephone queries for the CEO, ensuring messages are promptly forwarded and responded to with efficiency.
• Develop, implement, and maintain an organised and efficient filing system to support smooth administrative operations.
• Review and proofread documents prepared or required for the CEO's signature, ensuring accuracy.
• Assist in the preparation and finalisation of presentations.
• Respond promptly and professionally to queries from external companies, global affiliated companies, and internal stakeholders.
• Handle the accurate and timely processing of both private and corporate invoices; compile and submit detailed expense reports.
• Proactively keep all relevant parties informed about travel plans, meetings, and guest arrangements.
• Manage all aspects of domestic and global travel, including preparation of detailed and adaptable itineraries, flight bookings, hotel accommodation, private transfers, and restaurant reservations.
• Remain accessible during evenings and weekends to address urgent travel-related matters when the CEO is travelling across time zones.
• Travel with the CEO when necessary, providing support to ensure trips run smoothly and efficiently.
• Plan, coordinate, and organise events to meet required standards, ensuring adherence to defined budgets and timelines. Attendance outside of regular working hours will be required.

About You:

This position demands a high degree of professionalism, discretion, flexibility, and the ability to adapt to shifting priorities while managing multiple workstreams. Maintaining clear and efficient communication with the CEO and key stakeholders will be critical to success. To excel in this role, you will bring advanced organisational skills, sharp judgement, and exceptional attention to detail. The ideal candidate will thrive in a fast-paced environment and demonstrate the capability to anticipate needs and deliver solutions proactively. This is an exciting opportunity to leverage your expertise and play a key role within an established and high-performing Executive Office team.

• A minimum of 10 years' experience in a senior Executive Assistant role, preferably supporting C-suite executives.
• Proven ability to manage complex schedules, prioritise competing demands, and ensure seamless continuity in a fast-paced environment.
• Strong planning and organisational skills to manage multiple workstreams and consistently meet tight deadlines without compromising quality.
• Expertise in coordinating high-level meetings, events, and presentations with precision and exceptional attention to detail.
• Outstanding verbal and written communication skills, with the ability to draft and edit high-quality correspondence, reports, and presentations.
• Extensive experience in arranging complex domestic and international travel, including flights, accommodations, visas, transportation logistics, and preparing detailed itineraries and travel briefs.
• Adept at adjusting travel arrangements quickly and efficiently to accommodate last-minute changes or unforeseen circumstances.
• Sharp judgement and problem-solving skills to address challenges and navigate changing priorities effectively.
• Consistent history of upholding the highest standards of confidentiality, trust, and integrity, combined with unwavering professionalism in all interactions.
• A positive attitude and solution-oriented mindset, contributing to a collaborative, productive, and harmonious work environment.
• Proven ability to work effectively with diverse teams and stakeholders, both locally and internationally.
• Advanced proficiency in Microsoft Office Suite.

Take the next step in your career and apply for this EA vacancy today. We look forward to welcoming you onto the team.