Executive Assistant to CEO

Efficiency. Innovation. Integrity. These are our 3 Pillars. At Curtin Maritime, these core values are the framework for safe performance and operational excellence;

proof of these pillars is evident in our people and our fleet. For 25 years, Curtin Maritime has been an industry leader in quality maritime solutions.

We are a dynamic Marine Construction and Marine Transportation company experiencing rapid growth. Our team provides customers with a complete suite of maritime solutions, allowing us the incredible opportunity to work on unique projects in some of the most amazing places on earth.

A high number of candidates may make applications for this position, so make sure to send your CV and application through as soon as possible.

THIS ROLE :

The Executive is support to the CEO, responsible for managing a full range of daily tasks, projects, and providing high-level support to optimize the CEO's time.

This role requires a proactive, critical thinker with foresight to anticipate needs and stay ten steps ahead. The successful candidate will possess organization, communication and problem-solving skills.

WHAT YOU’LL DO :

• Calendar Management : Manage and prioritize the CEO’s calendar for both business and personal life. This includes scheduling appointments, meetings, and events.
• Project Management : Coordinate and manage key projects, deadlines, and ensure timely task completion. Provide updates on project progress and help resolve bottlenecks.
• Correspondence : Handle all correspondence including responding to emails and phone calls, drafting letters, memos, and other documents on behalf of the CEO.
• Travel Arrangements : Plan and book all travel including flights, hotels, and transportation for business trips and conferences.
• Personal Tasks : Coordinate personal tasks such as vacation planning, healthcare management, scheduling doctor appointments, and making dinner reservations.

Collaborate with the Executive's spouse for family commitments, gift purchasing, and holiday planning.

• Prioritization : Support scheduling, brief on calendar, and set daily priorities for the CEO, ensuring that decisions about CEO's time align with their strategic goals and that the CEO’s time is maximized for efficiency.
• Meeting Attendance : Attend meetings with the CEO and track and execute on deliverables assigned to CEO.
• Meeting Preparation and Follow-up : Ensure effective preparation and post meeting follow-up for all meetings, including reviewing schedules to provide the CEO with relevant information.
• Project Management : Directly assist, anticipate, and manage the CEO's needs, spearhead and manage projects and initiatives as directed, and ensure they align with expectations and guidelines.
• Communication : Liaise effectively with senior management, employees, clients, vendors, and external partners.
• Communication Management : Review and manage internal and external communications.
• Confidentiality : Conduct all aspects of the job with the utmost confidentiality and sensitivity.
• Administrative Tasks : Performing various administrative tasks such as filing, data entry, and record keeping.
• Ad Hoc Projects : Assist with ad hoc projects in both CEO's home and office as needed.

WHAT TO EXPECT :

• AM phone calls with the CEO between 6-6 : 30am to review the day’s schedule.
• Reviewing all incoming emails for the CEO, flagging priorities and relaying critical information promptly.
• Calling the CEO 2-3 times per day to provide updates on the calendar and any changes, typically before key meetings.
• Reviewing all purchasing requests with the CEO, which are often time sensitive.
• Working closely with the CEO’s team to ensure a seamless and effective flow of information and priorities.

WHO YOU ARE :

Qualifications and Skills :

• Bachelor’s Degree required.
• 5+ years of relevant work experience, with 3+ years managing projects in a dynamic environment.
• Highly intelligent, creative, and strategic thinker with exceptional analytical skills.
• Ability to handle multiple projects simultaneously and determine priorities.
• Ability to travel on occasion.

Attributes :

• Goal-oriented and able to thrive in a fast-paced, complex environment.
• Execution focused.
• Outstanding interpersonal, oral, critical thinking, and written communication skills.
• Positive, approachable, dependable, and flexible.
• Highly detail-oriented and organized.
• Relationship builder with a high level of integrity.
• Exceptional attention to detail, strong initiative, and a skilled influencer.

WHO THIS JOB IS NOT FOR :

• Those Seeking a 9-to-5 Routine : If you are looking for a strictly 9-to-5 job with predictable hours, this position may not be the right fit, as it often requires flexibility and adaptability to meet the CEO's needs and respond to changing priorities.
• Individuals Uncomfortable with Ambiguity : If you struggle to navigate and make decisions in ambiguous situations or find it challenging to adapt to a fast-paced and evolving work environment, this role may not align with your preferences.
• Resistance to Change : Individuals who are resistant to change and prefer routine and stability may find the dynamic nature of this role challenging.
• Inflexible Communicators : This position demands flexibility in communication styles and the ability to adapt to diverse personalities and working styles.

If you are inflexible in your communication approach, this role may not be the best fit.

Individuals Who Do Not Embrace Change : If you are uncomfortable with ambiguity and find it challenging to adapt to a dynamic, creative, and growing work environment, this position may not be suitable.

This Executive Assistant role at Curtin Maritime requires a unique combination of strategic thinking, adaptability, and proactive support for the CEO and their collaboration throughout the organization.

If you possess these unique skillsets, you will be rewarded with an exciting and fulfilling career opportunity at Curtin Maritime.

WHAT WE OFFER :

• Competitive Compensation
• Generous benefits package including :
• Medical
• Dental
• Vision
• Short-term Disability
• AD&D / Life Insurance
• 401k (with company match)
• Additional option to elect incremental Life Insurance for employee and dependents, and choice to elect Health and / or Dependent Flexible Spending Account.

Curtin Maritime is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

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