Executive Secretary

Anglo--eastern-Group; Mumbai; On-site; INR 1,500,000 - 2,500,000; Full time

Job summary

Anglo-Eastern is seeking an experienced Executive Assistant to support the Managing Director in Mumbai. The role covers calendar management, travel planning, and high-level correspondence, with exposure to project tracking and event coordination.

Ideal candidates bring 8–10 years of executive support experience, strong MS Office skills, and a proven ability to manage confidential information with discretion.

Qualifications

• Bachelor's Degree in Business Administration, Management, or related discipline.
• At least 8–10 years of experience as an Executive Assistant/Secretary, preferably supporting senior leadership.

Responsibilities

• Manage the MD's calendar end-to-end, scheduling, prioritizing, and resolving conflicts.
• Coordinate domestic and international travel arrangements, including flights, visas, hotels, and ground transportation.
• Draft, proofread, and manage correspondence on behalf of the MD, including emails, letters, and internal communications.
• Support tracking key organizational projects and initiatives, ensuring deadlines and deliverables are monitored.
• Coordinate logistics for conferences, seminars, and other events involving the MD, including venue, scheduling, and invites.
• Prepare and maintain periodic reports and MIS trackers for the MD's office; consolidate data into summaries.
• Assist with vessel/union data coordination and related documentation as needed.

Skills

MS Office

Outlook

Excel

PowerPoint

Calendar management

Documentation & records management

Discretion & confidentiality

Stakeholder management

Multitasking & prioritization

Communication skills

Education

Bachelor's degree in Business Administration / Management

Tools

Concur

Calendar management tools

Job description

Calendar Management 10%

• Manage the MD's calendar end-to-end, including scheduling, prioritizing, and resolving conflicts across internal and external meetings.
• Anticipate scheduling needs and proactively flag clashes or preparation time required ahead of key meetings.

Travel and Logistics 10%

• Coordinate all domestic and international travel arrangements, including flights, visas, hotels, and ground transportation.
• Prepare detailed travel itineraries and ensure timely communication of logistics to the MD and relevant stakeholders.
• Submit and track travel and business expenses through Concur, ensuring accuracy and timely reimbursement.

Communication and Correspondence 10%

• Draft, proofread, and manage correspondence on behalf of the MD, including emails, letters, and internal communications.
• Screen and prioritize incoming communication, ensuring timely response or escalation as appropriate.
• Issue personal letters, memos, and formal authorization letters (LOI/LOA) on behalf of the MD's office, and maintain corresponding records in the system.

Project Management 5%

• Support the MD's office in tracking key organizational projects and initiatives, ensuring deadlines and deliverables are monitored.
• Coordinate with relevant stakeholders to gather updates and consolidate status reports for the MD.

Coordination for Events — Conferences and Seminars 5%

• Coordinate logistics for conferences, seminars, and other events involving the MD, including venue, scheduling, and stakeholder invites.
• Liaise with internal and external stakeholders to ensure smooth event execution.

Reports and MIS 8%

• Prepare and maintain periodic reports and MIS trackers for the MD's office as required.
• Consolidate data from various departments into structured summaries for the MD's review.
• Maintain incident and recognition records (Negative Incident Reports, positive remarks) in the system.

CBA Renewal Management, Vessel Data & Union Coordination 12%

• Support coordination and tracking of Collective Bargaining Agreement (CBA) renewal timelines and documentation on behalf of the MD's office.
• Maintain records of CBA-related correspondence and renewal status.
• Support maintenance of vessel and CBA data (Business Unit, Shipowner, Flag, complement, wages applicability) and coordinate with Unions on vessel-related matters, with training provided.

Crew & Vessel Operations Support 15%

• Support monitoring of Operations Pool load distribution and quality checks on seafarer terminations, under guidance, including review of associated monetary impact (G/H usage).
• Maintain periodic operational data (NRE status, NT, PR, early relief, policy violations, BMI exceptions) as trained.

Marketing and Advertising — Sponsorship Events Coordination 3%

• Coordinate logistical and administrative aspects of sponsorship events on behalf of the MD's office.

Long Term Service & Loyalty Recognition Awards Management 7%

• Coordinate administration of the Long Term Service Award program, including tracking eligibility, records, and event logistics.
• Maintain the loyalty awards listing and manage recognition items (watches, travel vouchers) within the approved value range of $300–$400 per award.

Files and Document Management — Online and Offline 5%

• Maintain organized, confidential filing systems for the MD's office, both physical and digital.

MOM and Meeting Coordination 5%

• Coordinate meeting logistics, prepare agendas, and document minutes of meetings (MOM) for key MD meetings; track follow-up actions.

Seafarer Welfare Coordination 5%

• Support coordination of Humanitarian Aid arrangements for seafarers on behalf of the MD's office, with guidance provided.

Key Skills and Capabilities

Technical skills

• Advanced proficiency in MS Office (Outlook, Excel, Word, PowerPoint) and calendar management tools.
• Working knowledge of expense management systems (e.g., Concur).
• Strong document and records management skills, both digital and physical.
• Ability to prepare structured reports and MIS trackers.

Professional skills

• Excellent written and verbal communication skills.
• High level of discretion, confidentiality, and professional judgment.
• Strong stakeholder management and coordination skills across all levels of the organization.
• Ability to multitask, prioritize, and manage competing deadlines independently.

Professional Experience and Education

Education

Bachelor's Degree in Business Administration, Management, or related discipline.

Experience

At least 8–10 years of experience as an Executive Assistant/Secretary, preferably supporting senior leadership.

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