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%
- 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.
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