Executive Secretary

Anglo-Eastern Ship Management; Hong Kong; On-site; HKD 240,000 - 360,000; Full time

Job summary

Anglo-Eastern Ship Management is seeking an Executive Secretary to provide high-level secretarial support to the Chief Commercial Officer and the Commercial Department in Hong Kong. The role involves maintaining commercial databases, coordinating with internal teams for monthly reports, preparing business materials, and supporting client engagement activities.

Strong MS Office skills and bilingual fluency in English and Chinese are essential for success.

Qualifications

• Bachelor degree required or related discipline preferred.
• Minimum 2 years’ experience as a secretary for an Executive level position.
• Proficient in MS Office and Windows-based applications.
• Excellent communication skills and a pleasant demeanor.
• Fluent in spoken English and Chinese.

Responsibilities

• 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.
• 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.

Skills

MS Office

Secretarial support

Bilingual EN/CN

Calendar management

Education

Bachelor degree

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.

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

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