Executive Secretary to Managing Director

Role Overview

Anglo-Eastern, a prestigious global leader in ship management services, is seeking a highly skilled Executive Secretary to support the Managing Director (MD) in Mumbai. This role is pivotal for efficient calendar oversight, travel coordination, communications management, and supporting various operational and project initiatives.

Key Responsibilities

• Manage the MD’s schedule comprehensively, handling appointment setting, prioritization, and conflict resolution for internal and external meetings.
• Proactively identify scheduling conflicts and allocate adequate preparation time before important engagements.
• Arrange all domestic and international travel logistics including flights, visas, accommodation, and ground transport, preparing detailed itineraries and promptly communicating plans to all stakeholders.
• Process travel and business expenses using the Concur system, ensuring accuracy and timely reimbursement.
• Compose, edit, and oversee correspondence such as emails, letters, and formal communications, prioritizing and responding to incoming messages appropriately.
• Issue personal and official letters, memorandums, and formal authorizations with proper record maintenance.
• Support the monitoring and coordination of organizational projects, collecting updates and tracking deadlines and outputs.
• Coordinate event logistics for conferences, seminars, and sponsorship activities involving the MD.
• Prepare and uphold periodic management reports, MIS trackers, and consolidated summaries from multiple departments.
• Manage Collective Bargaining Agreement (CBA) renewal schedules, correspondence, and coordinate with unions and vessel-related matters, receiving training as necessary.
• Assist in operations support including workload distribution, review of seafarer terminations, and maintenance of operational data pertaining to crew deployment and policy adherence.
• Oversee administration of loyalty recognition awards, managing eligibility tracking and award logistics within an approved value range.
• Maintain confidential digital and physical filing systems for the MD's office.
• Organize meeting logistics, prepare agendas, document minutes of meetings, and follow up on action items.
• Coordinate humanitarian aid initiatives for seafarers, supporting welfare activities under guidance.

Required Skills and Experience

• Advanced expertise in MS Office suite (Outlook, Excel, Word, PowerPoint) and calendar management applications.
• Familiarity with expense management software such as Concur.
• Strong capabilities in document management for both digital and physical records and preparation of structured reports.
• Excellent communication skills, both written and verbal.
• High discretion, confidentiality, and sound professional judgment.
• Proven ability to manage multiple priorities and deadlines independently with strong organizational aptitude.
• Effective coordination and stakeholder management skills across various organizational levels.

Educational and Professional Requirements

Bachelor’s degree in Business Administration, Management, or a related discipline.

At least 8 to 10 years of experience as an Executive Assistant or Executive Secretary, ideally supporting senior management leadership.

About Anglo-Eastern

Anglo-Eastern operates globally with over 700 vessels under technical management and supports approximately 500 additional ships through crew management services. Headquartered in Hong Kong, the company boasts a worldwide network including 30 offices across Asia, Europe, and the Americas, and maritime training facilities. Employing over 39,000 seafarers and 2,350 shore-based staff, Anglo-Eastern is committed to fostering trust, enhancing performance, and advancing the maritime sector.

Why Join Anglo-Eastern?

• Be part of a globally respected maritime enterprise with over five decades of rich heritage.
• Work within a culture that values integrity, trust, and long-lasting professional relationships.
• Access comprehensive learning opportunities and structured career advancement across a worldwide network.
• Contribute to a team dedicated to excellence and shaping the future of maritime operations.