Secretary

Our client is an internationally recognized maritime regulatory authority responsible for overseeing vessel registration, ensuring compliance with global maritime conventions, and supporting the safe and efficient operation of the shipping industry. The organization works closely with ship owners, operators, and international bodies to uphold high standards of safety, environmental protection, and governance across its global network.

Qualifications & Skills

• Diploma or degree in Business Administration or a related field
• Proven experience in a secretarial or administrative role, preferably in a professional or regulatory organization
• Excellent organizational and time management skills
• Strong written and verbal communication skills in English
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• High level of professionalism, discretion, and attention to detail
• Ability to multitask and work effectively under pressure
• Experience supporting senior management or working in an international environment is an advantage

The Secretary provides comprehensive administrative and secretarial support to senior management and departmental teams. This role is critical in ensuring smooth day-to-day operations, maintaining effective communication, and upholding professional standards in all internal and external interactions.

Key Responsibilities

Administrative Support

• Provide full secretarial and administrative support to senior executives and team members
• Manage calendars, schedule meetings, and coordinate appointments across time zones
• Prepare meeting agendas, take accurate minutes, and track follow-up actions

Communication & Coordination

• Act as a key point of contact for internal and external stakeholders
• Screen and direct incoming calls, emails, and correspondence professionally
• Coordinate travel arrangements, including flights, accommodations, and itineraries

Documentation & Records Management

• Prepare, format, and proofread documents, reports, and presentations
• Maintain organized filing systems (electronic and hard copy) in line with compliance requirements
• Handle confidential information with discretion and integrity