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- Tasks: Manage the busy diary of the ICS Secretary General and arrange travel logistics.
- Company: Join the International Chamber of Shipping, a key player in global maritime trade.
- Benefits: Enjoy hybrid working, flexible hours, and a vibrant office culture.
- Why this job: Be part of a dynamic team impacting international shipping and global trade.
- Qualifications: No degree required; A level equivalent or higher preferred.
- Other info: Gain valuable experience in a supportive environment with diverse tasks.
The predicted salary is between 28800 - 48000 £ per year.
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Direct message the job poster from International Chamber of Shipping
Communication’s & Digital Officer at the International Chamber of Shipping | Business Management
JOB TITLE:Administrative and Business Support
JOB TYPE:Full-time
START DATE:TBC
WORKING ARRANGEMENTS:Hybrid (3 days in the office, 2 days at home)
LOCATION:Walsingham House, 35 Seething Lane, London, EC3N 4AH
REPORTING TO: Chief of Staff
WORKING WITH:ICS Secretary General; ICS Senior Leadership Team; ICS Secretariat; ICS members as required; IMO, ILO and other UN agencies
BACKGROUND
JOB TITLE:Administrative and Business Support
JOB TYPE:Full-time
INDUSTRY:Shipping Industry, Global Trade Association
START DATE:TBC
WORKING ARRANGEMENTS:Hybrid (3 days in the office, 2 days at home)
LOCATION:Walsingham House, 35 Seething Lane, London, EC3N 4AH
REPORTING TO: Chief of Staff
WORKING WITH:ICS Secretary General; ICS Senior Leadership Team; ICS Secretariat; ICS members as required; IMO, ILO and other UN agencies
BACKGROUND
The International Chamber of Shipping (ICS) is the global trade association for the maritime transport sector, which moves approximately 90% of world trade. ICS works closely with its membership of national shipowners’ associations (in Asia, Europe and America) whose member shipping companies operate over 80% of the world’s merchant tonnage.
Established in 1921, ICS is concerned with all technical, legal, employment affairs and policy issues that may affect international shipping. ICS represents shipowners at various intergovernmental regulatory bodies that impact shipping, including but not limited to, the UN’s International Labour Organization (ILO) and the International Maritime Organization (IMO).
The ICS Secretary General leads the ICS Secretariat in representing the interest of shipowners and operators and the administrative team is now seeking an Administrative and Business Support to support the organisation’s busy activities.
JOB CONTENT
- Proactively manage the very busy and changing diary of the ICS Secretary General. Work with the Chief of Staff to identify priorities and manage time effectively, and arrange logistics, for example meeting room bookings, restaurantbookings, and contact with meeting participants.
- Research and arrange extensive and often multi destination door to door itineraries for the Secretary General, including visas, flights, trains, hotels and transfers; ensuring compliance with travel policy and identifying cost and time effective solutions. Provide detailed itineraries and prepare documentation prior to travel. Where necessary, align travel arrangements with accompanying travellers from the ICS Secretariat and/or membership.
- Working with other administration team members, provide essential support to ICS Secretariat team members including sending circulars, arranging meetings, ensuring that all room, catering and other arrangements are proactively planned; corresponding with members and external agencies, and organising travel for the wider team as required.
- Act as a key member of the office management team, covering front of house reception duties when needed, and liaising with building management and suppliers.
- Assist with arrangements for new staff and/or contractors, working with the administration team to create a smooth arrival and onboarding process.
- Provide cover for IT and Audio Visual set up and act as first point of contact for troubleshooting. Liaise with IT, telephony and audio visual suppliers to ensure smooth in-office provision for internal and external users.
- In partnership with ICS Senior Leadership Team and Secretariat members, assist with arrangements for regular ICS Board, Committee, Sub-Committee, Panel and Working Group meetings, compiling attendance lists and providing meeting details including joining links to attendees.
- Support the ICS Senior Leadership Team with administrative tasks such as presentation preparation, travel booking, and ad hoc queries.
- Assist with registration for IMO and other United Nation agency meetings, liaising with ICS members and Secretariat accordingly.
- Collaborate with the Business Development Manager and administration team to ensure that external and internal room bookings are prepared and serviced according to customer requirements, and to a high standard.
- As part of the administration team, act as a go-to contact for enquiries from within the Secretariat and from members, proactively seeking solutions and providing assistance as required.
EXPERIENCE, QUALIFICATION & SKILLS:
- Exceptional organisational and time management skills
- High levels of flexibility and adaptability and a hands on, can-do approach
- Flawless communication and presentation skills, both written and verbal
- Excellent written and spoken English
- Meticulous attention to detail
- Proof reading skills
- The ability to multitask and prioritise an ever-changing workload
- The ability to work under pressure and reach deadlines
- The ability to work autonomously
- The ability to communicate with impact and respect at all levels, and with contacts from diverse backgrounds and locations.
- Team player and a willingness to take on adhoc tasks to support business objectives
- Experience and understanding of international scheduling to reflect diverse time zones and cultural practices
- Experience using the full Microsoft Office suite, Teams and SharePoint; experience of a CRM would be advantageous
ELIGIBILITY
- Please note that all candidates must demonstrate Right to Work in the UK
- No degree required
- Educated to A level equivalent or higher
TO APPLY
The full placement specification can be downloadedhere.
Please send your CV and a covering letter explaining why you are suitable for the placement tolaura.worley@ics-shipping.org.
Seniority level
-
Seniority level
Entry level
Employment type
-
Employment type
Full-time
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Industries
Maritime Transportation
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Administrative and Business Support employer: INTERNATIONAL CHAMBER OF SHIPPING
Contact Detail:
INTERNATIONAL CHAMBER OF SHIPPING Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrative and Business Support
✨Tip Number 1
Familiarise yourself with the shipping industry and the role of the International Chamber of Shipping. Understanding their mission and current challenges will help you engage in meaningful conversations during interviews.
✨Tip Number 2
Network with professionals in the maritime sector. Attend industry events or join relevant online forums to connect with people who can provide insights and potentially refer you to opportunities at ICS.
✨Tip Number 3
Demonstrate your organisational skills by preparing a mock itinerary for a hypothetical trip that the Secretary General might take. This will showcase your ability to manage complex schedules and logistics effectively.
✨Tip Number 4
Research the key stakeholders within ICS and their roles. Being able to reference specific individuals and their contributions during your discussions can set you apart as a well-prepared candidate.
We think you need these skills to ace Administrative and Business Support
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the job description. Focus on your organisational skills, time management, and any experience in administrative roles.
Craft a Compelling Cover Letter: In your cover letter, explain why you are a great fit for the Administrative and Business Support role. Mention specific examples of how you've successfully managed busy schedules or supported teams in the past.
Highlight Communication Skills: Since the role requires flawless communication, emphasise your written and verbal communication skills in both your CV and cover letter. Provide examples of how you've effectively communicated with diverse teams or clients.
Showcase Flexibility and Adaptability: The job requires a hands-on, can-do approach. In your application, mention instances where you've adapted to changing priorities or worked under pressure to meet deadlines.
How to prepare for a job interview at INTERNATIONAL CHAMBER OF SHIPPING
✨Showcase Your Organisational Skills
As the role requires exceptional organisational abilities, be prepared to discuss specific examples of how you've managed complex schedules or projects in the past. Highlight your time management strategies and any tools you use to stay organised.
✨Demonstrate Flexibility and Adaptability
The job involves a dynamic environment, so it's crucial to show that you can adapt to changing priorities. Share experiences where you've successfully navigated unexpected challenges or changes in plans.
✨Communicate Clearly and Effectively
Flawless communication is key for this position. Practice articulating your thoughts clearly and concisely. Be ready to provide examples of how you've effectively communicated with diverse teams or stakeholders.
✨Prepare for Multitasking Scenarios
Since the role involves multitasking, think of situations where you've juggled multiple responsibilities. Be ready to explain how you prioritise tasks and ensure deadlines are met without compromising quality.
