Executive Secretary

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

Job summary

Anglo-Eastern Ship Management Limited is seeking an Executive Secretary to support the Chief Commercial Officer and Commercial Department in Hong Kong. You will maintain databases, coordinate meetings, prepare materials, and manage travel arrangements, delivering high‑quality administrative support in a fast‑paced maritime environment.

The role requires a Bachelor degree, at least two years’ experience as an executive secretary, strong organization and English/Chinese communication, and

Qualifications

• Bachelor degree in related discipline preferred.
• Minimum 2 years’ experience as a secretary for an executive level position.
• Responsible and well-organized.
• Good computer skills and proficient with MS Office Suite.
• Good communication skills and 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, 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.

Skills

Executive secretary experience

Organization

MS Office Suite

Communication skills

Fluent in English and Chinese

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.

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

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.

• 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

Logistics, Freight & Delivery Services 101-1,000 employees

Anglo-Eastern is a leading global provider of ship management services. We have been working with shipowners and our clients for over 40 years, driven by our passion for ships. We are committed and engage in all areas of ship management, crew management

and technical services for all types and sizes of ships.

Anglo-Eastern sets the bar in ship management and we do not compromise on quality. We work with our clients through open and honest dialogue, as building trust is central to what we do.

We set high standards across all aspects of our business and continuously invest to surpass them.

This includes investing in our people through ongoing education and training, which are critical to enabling our people to perform at their best.

Anglo-Eastern operates all around the world, with our head office in Hong Kong and over 25 office locations in Asia‑Pacific, Europe and the Americas.

We want to create a positive impact in our communities and we do this by doing the right things the right way, and by remaining true to ourselves – genuine, spirited, practical and empathetic. You may visit our website at www.angloeastern.com for more information

about our Company.

What can I earn as an Executive Secretary