Administration
Executive Assistant
Key Responsibilities
Executive Office Support
- Manage the CEO’s calendar, meetings, travel coordination, and executive priorities.
- Prepare agendas, record meeting minutes, monitor action items, and ensure timely follow-up.
- Organize leadership meetings, town halls, and executive communications.
- Coordinate domestic and international travel arrangements for senior management.
Business Operations & Reporting
- Prepare and consolidate weekly, monthly, and ad hoc management reports.
- Monitor project progress and coordinate updates across multiple business functions.
- Track key deliverables and ensure timely completion of assigned actions.
- Support management with operational reporting and business analytics.
Cross-Functional Coordination
- Act as a central point of coordination between Operations, Technical, Finance, HR, IT, Procurement, and external stakeholders.
- Facilitate communication across international offices and vessel management teams.
- Support implementation of business improvement initiatives and operational projects.
Systems & Process Coordination
- Coordinate user support for business applications and internal systems.
- Manage issue tracking through ticketing platforms and liaise with internal and external support teams until resolution.
- Coordinate user access, system onboarding, vendor registrations, and master data updates.
- Support continuous improvement of operational processes and digital workflows.
Team Coordination
- Coordinate and monitor activities of the India support team.
- Allocate work, monitor progress, and ensure timely completion of deliverables.
- Foster collaboration across departments and support continuous process improvement.
Qualifications
- Bachelor’s degree in business administration, Human Resources, Management, Operations, or a related discipline.
- Master's degree or professional certification is an advantage.
Experience
- 6–10 years of experience in Executive Office, Business Operations, Project Management, Administration, or a similar role.
- Experience supporting C-level executives or senior leadership.
- Experience working in multinational organizations is preferred.
- Exposure to the maritime, cruise, hospitality, logistics, or shipping industries is an advantage.
Skills & Competencies
- Excellent organizational and planning skills.
- Strong stakeholder management and interpersonal skills.
- Outstanding verbal and written communication.
- Ability to manage multiple priorities with attention to detail.
- Strong analytical and problem-solving capabilities.
- Ability to work independently while coordinating with global teams.
- High level of professionalism, discretion, and confidentiality.
- Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, Word, and Outlook.
- Experience with collaboration platforms, reporting tools, and workflow management systems is desirable.
