Administrative Assistant – Marine

The Administrative Assistant – Marine plays a crucial role in supporting the efficient operation of marine-related activities within the organization. This position involves providing administrative and clerical support to marine department staff, facilitating communication, and ensuring the smooth execution of marine operations.


  • Maintain and organize marine-related documents, including permits, licenses, and certifications.
  • Assist in the preparation and processing of documentation for vessel operations, such as manifests, cargo lists, and clearance forms.
  • Act as a central point of contact for internal and external stakeholders, including port authorities, vendors, and shipping companies.
  • Schedule and coordinate meetings, appointments, and travel arrangements for marine department personnel.
  • Accurately enter data related to vessel schedules, cargo handling, and inventory into computer systems or spreadsheets.
  • Maintain up-to-date records of vessel arrivals, departures, and cargo handling activities.
  • Maintaining the visit planner in CAPE up to date.
  • Prepare reports, presentations, and correspondence as required by the marine department.
  • Manage office supplies, ensuring their availability for marine staff.
  • Assist in ensuring that safety protocols and regulations for marine operations are followed.
  • Help monitor compliance with environmental and safety standards related to maritime activities.
  • Support the marine department in tracking budgets, expenses, and financial records related to vessel operations.
  • Assist in processing invoices, purchase orders, and expense reports.
  • Participating, undertaking, and executing special secretarial and/or other tasks related to Marine Department
  • Provide analytical support to assist in decision-making within the marine department.


  • High school diploma or equivalent; additional education or certifications in marine studies or administration is a plus.
  • Secretarial education or equivalent training and experience;
  • Previous administrative experience in a marine, logistics, or related field is preferred.
  • Proficiency in using office software (e.g., Microsoft Office Suite) and familiarity with maritime software applications is advantageous.
  • Good command of the English language;
  • Strong organizational, communication, and multitasking skills.
  • Attention to detail and the ability to maintain confidentiality in handling sensitive information.
  • Knowledge of maritime regulations and safety practices is a plus.
  • Ability to work independently and as part of a team in a dynamic marine environment.

Career Opportunities

Join over 20,000 employees at a first-class company.
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