Executive Assistant (Private and Corporate) to CEO and Commercial Director

We are the largest privately owned ship management company in the UK with a worldwide trading presence and recognised reputation for performance excellence and expertise.  We are headquartered in London with representative offices in India, Shanghai, Japan and New York.  The open plan London Head Office is located in the West End with a headcount of a 150 employees and offshore staff comprising of 4,500 crew members.

We are seeking to recruit an experienced, professional and enthusiastic Executive Assistant to support our CEO and Commercial Director (Corporate and Private role). Deliverables include:

• Accountable for the effective administration, coordination of travel arrangements and communication across different time zones, between external companies, executive management, board members, affiliated companies and family members.
• Successful coordination and organisation of corporate and private events.
• Build strong relationships to ensure effective communication and coordination with all members of the executive assistant team as well as all contacts of the executive management team.
• Efficient and timely management of utility bills and coordination of building contractors for the private residences.  

Additional Responsibilities:

• Coordinating meetings.
• Complex diary management.
• Efficient and proactive travel arrangements for the Principals and their family members.
• General administration.

Ad Hoc Projects

• On the private side, there will be interaction with the Principal’s young children and family dog.
• Assist with ad hoc projects as and when required. Examples include but are not limited to: collecting dry cleaning, purchasing corporate and private gifts, assisting with the executive dining room, general errands for the Principals and / their family members.

Skill Profile:

Qualifications:

• Ideally of graduate level or equivalent.

  Knowledge and / or Skills:

• 5 years minimum experience in a similar senior role with both corporate and private responsibilities is a requirement of this role.  
• Proven experience in being accountable for sensitive and confidential documents as well as representing a high profile office across all levels of an organisation.
• Previous experience in coordinating high volume complex diary management, meetings (domestic and international) and ever changing travel arrangements is a requirement for this role.

  General Attributes:

• Flexibility in relation to working hours and last minute requests.
• Approachable with a positive outlook.
• Integrity, professionalism, trust and confidentiality are key requirements for this position.
• Demonstrate strong interpersonal and communication skills to facilitate and maintain strong relationships with staff, key contacts and international offices.
• Proven analytical skills together with the ability to support decisions with sound reasoning and judgement.
• Excellent attention to detail and ability to focus and hone in on relevant information.
• Ability to work on their own initiative.
• Effective planning and organisational skills.
• Strong learning ethic and ability to undertake investigative work on their own initiative.
• Proven ability to multi-task and anticipate next steps, with key skills to prioritise and organise workload in an ever changing environment to meet changing and challenging deadlines.