Noatum Maritime Services operates as local agents in ports, acting as the eyes and ears on the ground in over 1056 ports across 130 countries. Offering a broad range of Port Services, Commercial Liner Services, Ship Services, and Specialized Services, Noatum Maritime Services supports clients by connecting the dots through their value chain from load port to discharge port.
Our clients include Cargo Owners, Traders, Miners, Oil Majors, Ship Owners, Ship Operators, and Ship Managers, handling a wide array of goods and vessel types such as containers, dry bulk, breakbulk, project cargo, crude oil, refined products, natural gas, and passengers. Noatum Maritime Services differentiates itself through specific domain knowledge, local relationships, understanding of local nuances and risks, and the ability to leverage the assets and scope of services within their broader ecosystem to provide value-added solutions to clients.
As Noatum Maritime Services continues to expand its operations, strategic initiatives, governance activities, and cross-functional collaboration, the administrative and coordination needs of the Senior Leadership Team have grown significantly. Increased international travel, leadership meetings, and multi-country business activities require a dedicated professional capable of managing complex scheduling, documentation, and stakeholder coordination.
The Executive Assistant to Senior Leadership Team (SLT) at Noatum Maritime Services plays a pivotal role in supporting senior leadership through high-level administrative, organizational, and communication tasks. This position requires a proactive, detail-oriented professional capable of managing complex schedules, confidential information, and cross-functional coordination in a fast-paced, international maritime and shipping environment.
The role provides high-quality support to members of the NMS Senior Leadership Team, acting as a trusted partner across multiple executive portfolios and serving as a key liaison between leadership, internal stakeholders, and external partners. The Executive Assistant to SLT ensures seamless operations, effective time management, and prioritization of critical business activities while contributing to the successful execution of leadership priorities.
Success in this role is defined by the ability to anticipate needs, exercise sound judgment, maintain the highest standards of professionalism and discretion, and effectively support multiple stakeholders within a dynamic, global maritime organization. The Executive Assistant to SLT will collaborate closely with other Executive Assistants, functional teams, and business leaders to facilitate effective communication, coordination, and execution of leadership priorities across NMS.
Key Responsibilities:
Executive Calendar & Travel Management
- Manage complex executive calendars, schedule meetings, and coordinate appointments across multiple time zones.
- Organize domestic and international travel arrangements, including visas, itineraries, accommodations, transportations, and related logistics.
- Anticipate scheduling conflicts and proactively resolve them to optimize executive time and business effectiveness.
Communication & Stakeholder Coordination
- Serve as a primary point of contact between assigned SLT members and internal/external stakeholders.
- Draft, review, and manage correspondence, reports, presentations, and other business communications with a high degree of accuracy and professionalism.
- Coordinate logistics for meetings, events, conferences, workshops, and leadership forums, including agenda preparation, documentation, and minute-taking where required.
- Track actions arising from leadership meetings and follow up with stakeholders to ensure timely completion and accountability.
Administrative Operations & Office Management
- Maintain confidential files, records, and documentation in compliance with company policies and procedures.
- Process expense reports, invoices, procurement requests, and other administrative activities for supported SLT members and their functions.
- Support onboarding and administrative needs for new team members within the business.
Project & Task Support
- Assist with special projects, research activities, data collection, and preparation of business materials as assigned by senior leadership.
- Track progress on key initiatives and provide status updates to supported leaders.
- Liaise with cross-functional teams to ensure timely completion of assigned actions and deliverables.
Continuous Improvement
- Identify and implement process improvements to enhance executive efficiency and information flow.
- Ensure compliance with company policies, confidentiality requirements, and regulatory standards.
- Stay updated on best practices in executive support and relevant industry developments.
- Exercise sound judgment in prioritizing competing demands and managing sensitive matters.
We offer:
- Permanent contract.
- Ticket Restaurant.
- Access to a flexible remuneration plan (medical insurance, transport…)
- Afternoon off on your birthday.
- Continuous training in our Corporate University (Learning Platform).
- Being part of a dynamic team with global impact.
- A diverse work environment, with daily contact with people from different countries.
At Noatum, we ensure equality and non-discrimination on the basis of sex, race, religion, disability, age, and sexual orientation in our recruitment processes. Our goal is to make the most of people’s abilities in all their diversity, avoiding any form of discrimination.
