Executive Secretary

Anglo-Eastern; Hong Kong; On-site; HKD 335,000 - 469,000; Full time

Job summary

Anglo-Eastern is seeking a dedicated secretary to support the Chief Commercial Officer in Hong Kong. You will manage calendars, meetings, travel, and document preparation to ensure smooth daily operations for the Commercial Department.

The role also involves assisting with proposals, tender submissions, client communications, and coordinating vendor onboarding and budgeting tasks. Fluent English and Chinese are required for internal and external interactions.

Qualifications

• Bachelor degree required.
• Minimum 2 years' experience as a secretary for an executive-level position.
• Strong organizational skills and reliability.
• Proficient with MS Office and related tools.
• Excellent written and spoken English and Chinese.

Responsibilities

• Provide administrative and secretarial support to the Chief Commercial Officer and Commercial Department.
• Manage calendars, schedule meetings, prepare materials, and handle correspondence.
• Coordinate travel, itineraries, accommodations, visas and expenses.
• Prepare presentations, business proposals, tender submissions and other materials.
• Coordinate vendor onboarding, invoices, budgets, and reporting.

Skills

Secretarial experience

Communication skills

Bilingual English/Chinese

Organization

Education

Bachelor Degree in related discipline

Tools

MS Office Suite

Job description

• Maintain and update commercial databases and records, including ships under management, enquiries, proposals, clients, and business opportunities. Coordinate with internal departments to collect information for monthly analysis, commercial reports, and management reporting, ensuring data accuracy and timely submission
• Provide administrative and secretarial support to the Chief Commercial Officer (CCO) and Commercial Department. Manage calendars, schedule meetings and appointments, prepare meeting materials, handle correspondence, and coordinate travel arrangements, including itineraries, accommodation, transportation, visas, and expense claims
• Assist in commercial activities by preparing presentations, business proposals, tender submissions, and other business development materials. Support client engagement initiatives and maintain professional communication with internal and external stakeholders
• Coordinate vendor onboarding, registration, and compliance documentation. Review vendor invoices, support payment processing, maintain records of commercial expenses, and assist in monitoring budgets, forecasts, subscriptions, memberships, and sponsorship expenditures
• Support the planning and coordination of client events, conferences, and corporate functions. Manage client distribution lists and the distribution of company newsletters and publications

• Maintain and update commercial databases and records, including ships under management, enquiries, proposals, clients, and business opportunities. Coordinate with internal departments to collect information for monthly analysis, commercial reports, and management reporting, ensuring data accuracy and timely submission
• Provide administrative and secretarial support to the Chief Commercial Officer (CCO) and Commercial Department. Manage calendars, schedule meetings and appointments, prepare meeting materials, handle correspondence, and coordinate travel arrangements, including itineraries, accommodation, transportation, visas, and expense claims
• Assist in commercial activities by preparing presentations, business proposals, tender submissions, and other business development materials. Support client engagement initiatives and maintain professional communication with internal and external stakeholders
• Coordinate vendor onboarding, registration, and compliance documentation. Review vendor invoices, support payment processing, maintain records of commercial expenses, and assist in monitoring budgets, forecasts, subscriptions, memberships, and sponsorship expenditures
• Support the planning and coordination of client events, conferences, and corporate functions. Manage client distribution lists and the distribution of company newsletters and publications

Requirements

• Bachelor Degree of related discipline is highly preferred
• Minimum 2 years' experience as a secretary for an Executive level position
• Responsible and well-organized.
• Good Computer skills and well versed with MS Application Suite
• Good communication skills and pleasant demeanor
• Fluent in spoken English and Chinese

Benefits

About Anglo-Eastern

Anglo-Eastern is a global leader in independent ship management services. The Group manages over 700 vessels under full technical management, supports around 500 additional ships under crew management, and has overseen more than 1,000 newbuildings and conversions through its newbuilding supervision and project management divisions.

Headquartered in Hong Kong, Anglo-Eastern operates through a network of 30 offices across Asia, Europe, and the Americas, including wholly owned maritime training facilities. Our strength lies in our people: over 39,000 seafarers and 2,350 shore-based employees who work together to support clients across ship types while building trust, driving performance, and shaping a better maritime future.

Why join Anglo-Eastern?

• Join a globally respected company with a strong maritime heritage of over 50 years
• Work in an environment anchored in integrity, trust, and long-term relationships
• Access continuous learning and structured career development across a truly global network
• Be part of a team committed to delivering excellence and shaping a better maritime future