Executive Assistant

2 weeks ago

Singapore FLEET MANAGEMENT Full time

Fleet Management Limited

Our 30-year journey rides on the passion of over 27,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 650+ diverse types of vessels.

Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET's short and long-term sustainable growth – whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Key Roles and Responsibilities

  • Provide extensive administrative and organisation support to the team to ensure smooth daily operations
  • Oversee coordination and communication with Singapore and international offices, acting as a vital link to global counterparts
  • Organize and execute detailed travel arrangements, including itineraries, visas, accommodations, and logistics
  • Coordinate with secretaries and manage logistics for local events and activities jointly with HR.
  • Coordinate meetings across various time zones to ensure alignment among all participants
  • Edit and proofread documents, presentations, and reports
  • Consolidate agenda, minutes and follow up actions from meetings and brainstorming/leadership sessions.
  • Handle confidential information with the utmost discretion
  • Act as a key point of contact for internal and external stakeholders, maintaining a professional demeanour
  • Manage team expenses, process reimbursements, and maintain accurate financial records
  • Continuously assess and improve administrative processes to enhance team efficiency
  • Manage ad-hoc projects and research assignments

Job Experience, Functional Knowledge and Qualifications

  • Diploma/Degree holder
  • 8 - 10 years of experience as an Executive Assistant, ideally supporting a team in a fast-paced and MNC setting
  • Demonstrated proficiency in collaborating with international teams
  • Skilled in planning and executing complex travel and events arrangements
  • Excellent written and verbal communication skills
  • Strong organizational abilities, exceptional attention to detail, time management and adept at multitasking
  • Proficient in Microsoft Office Suite and other administrative tools
  • Ability to work well under pressure, meet deadlines, and tackle challenges proactively
  • Strong interpersonal skills for building and maintaining relationships across all levels
  • Positive and professional attitude with a proactive approach

Fleet Management Limited is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local laws.

Job Type: Full-time

Pay: $1, $4,500.00 per month

Benefits:

  • Dental insurance
  • Health insurance

Work Location: In person

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