Executive Assistant to CEO - Shipping

SORTED Personal Management; London; On-site; GBP 50,000 - 70,000; Full time

Job summary

A respected international ship operation and management company is seeking an experienced Executive Assistant to provide high-level support to the CEO. The role involves complex calendar management, travel coordination, and communication with key stakeholders, requiring exceptional organizational skills and a proactive approach. This position offers the opportunity to contribute significantly to the success of a dynamic and professional team.

Qualifications

• Minimum of 10 years' experience in a senior Executive Assistant role.
• Expertise in coordinating high-level meetings, events, and presentations.
• Extensive experience in arranging complex domestic and international travel.

Responsibilities

• Manage complex schedules and diary for the CEO.
• Coordinate all aspects of domestic and global travel.
• Plan and organise events to meet required standards.

Skills

Organisational skills

Communication skills

Problem-solving

Tools

Microsoft Office Suite

Job description

Our client, is one of the most respected international ship operation and management companies in the industry. Their history reaches back over 70 years, over which time they have earned a globally recognised reputation for performance excellence and reliability. With teams of maritime experts leading operations for their diversified portfolio of 180 commercial vessels, currently valued at over $10b, they continue to be one of the most successful private businesses in shipping. Their growing shore-based teams are headquartered in London, and across representative offices in Tokyo, Shanghai, Mumbai, Varna and Constanta.Their London headquarters are spread over 2-floors of modern, open plan offices in the West End.Their working culture is high performing, results orientated, and forward thinking. They promote a safety-first culture on board and on shore which, along with their agile commercial decision making, is the crux of their success.Their collaborative working style emphasises communication and encourages team members to take initiative, voice ideas and challenge each other to ensure operational success every time. As they continue to grow their fleet and operations, they are looking for skilled and driven people to join them and be a part of the firm’s next generation. Hours:- Full-time Location:- Central London Salary:- Dependent upon Experience Start Date:- ASAP Interviewing:- ASAP Overview of Role: We 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.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. Responsibilities include, but not limited to: Diary Management

• Seamless Scheduling: Ensure effective coordination of the CEO's diary, working closely with contacts at affiliated companies, family members and other guests to manage commitments efficiently. Comprehensive Calendar Oversight: Maintain and update all Outlook calendars to accurately reflect business and private appointments, including meetings, lunches, dinners, travel arrangements, and reminders. Relationships: Proactively establish professional relationships with the CEO's contacts, ensuring trust and collaboration.

Administration

• Point of Contact: Serves as the initial point of contact for all telephone queries for the CEO, ensuring messages are promptly forwarded and responded to with efficiency. Efficient Filing: Develop, implement, and maintain an organised and efficient filing system to support smooth administrative operations. Document Management: Review and proofread documents prepared or required for the CEO's signature, ensuring accuracy. Presentation Support: Assist in the preparation and finalisation of presentations. Correspondence: Respond promptly and professionally to queries from external companies, global affiliated companies and internal stakeholders. Invoice and Expense Management: Handle the accurate and timely processing of both private and corporate invoices; compile and submit detailed expense reports.

Communication

• Communication Management: Manage all incoming communication, including emails, messages, and telephone queries, responding with accurate and appropriate replies. Email: Address emails and correspondence promptly, efficiently, and to the highest professional standard. Telephone: Provide a courteous and professional response to all telephone calls and messages, ensuring clarity and resolution. Updates: Proactively keep all relevant parties informed about travel plans, meetings, and guest arrangements.

Travel Management

• Travel Coordination: Manage all aspects of domestic and global travel, including preparation of detailed and adaptable itineraries, flight bookings, hotel accommodation, private transfers and restaurant reservations. Private Charters: Arrange and oversee the logistics of private charter flights, liaising effectively with management companies and brokers to ensure seamless arrangements. Visitor Travel Support: Assist in organising travel arrangements for external and internal visitors as needed, ensuring their experience aligns with the organisation's standards. Visa Coordination: Proactively handle visa applications and arrangements promptly and accurately. Availability: Remain accessible during evenings and weekends to address urgent travel-related matters when the CEO is travelling across time zones. Accompanying: Travel with the CEO when necessary, providing support to ensure trips run smoothly and efficiently.

Additional Projects

• Event Coordinator: Plan, coordinate and organise events to meet the required standards, ensuring adherence to defined budgets and timelines. Attendance outside of regular working hours will be required. Collaborative Liaison: Maintain constant communication with the CEO's Private Executive
  Assistant and Household Teams to ensure alignment and seamless execution of tasks. Ad Hoc Responsibilities: Undertake additional duties and tasks as assigned, demonstrating flexibility and willing approach to meeting organisational needs.

Candidates must be / have:

• 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. Demonstrated and consistent history of upholding the highest standards of confidentiality, trust, and integrity, combined with unwavering professionalism in all interactions. A positive attitude and solution orientated 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. Flexibility and willingness to work outside standard hours as required.