Who we are?
At Inchcape Shipping Services, our vision is to have a connected world, in which our customers trade successfully and make better decisions in every port, everywhere. We use technology and our global network to help our partners connect to a smoother, smarter ocean. Inchcape combines its worldwide infrastructure with local expertise through our global network of over 240 proprietary offices, across 60 countries and a team of more than 2,500 committed professionals. Our diverse global customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors as well as naval, government and intergovernmental organizations.
We have an ambitious growth model and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.
Business Need / Purpose of Role:
The IT Executive Assistant is responsible for providing comprehensive administrative support to the IT team and ensuring the smooth operation of IT projects within an offshore environment. This role involves coordinating and communicating with project stakeholders, assisting with project management tasks, and providing technical support when required.
Responsibilities:
Administrative Support:
- Assist IT executives and project managers in managing their calendars, scheduling meetings, and organizing travel arrangements.
- Prepare and distribute project-related documentation, including agendas, meeting minutes, and reports.
- Maintain project files, records, and documentation in a well-organized manner.
- Handle correspondence, including emails, letters, and phone calls relevant to the offshore project.
- Support the preparation of presentations, proposals, and other project-related materials.
Coordination and Communication:
- Serve as a liaison between project stakeholders, team members, and offshore partners.
- Coordinate and schedule meetings, ensuring appropriate attendance and necessary logistics.
- Facilitate effective communication within the offshore project team to ensure smooth collaboration and information sharing.
- Assist in maintaining communication channels and project-related databases for efficient information flow.
- Collaborate with internal and external stakeholders, ensuring timely and accurate information exchange.
Project Support:
- Assist in the planning, coordination, and monitoring of offshore IT projects, ensuring adherence to project objectives, timelines, and budgets.
- Maintain project documentation, including project plans, status reports, and project-related resources.
- Support project managers in tracking project progress, identifying risks, and implementing mitigation strategies.
- Coordinate project-related meetings, workshops, and training sessions.
- Provide administrative support to project teams, ensuring timely delivery of project milestones and deliverables.
Technical Support:
- Provide basic technical support to project team members, including troubleshooting IT systems, software, and hardware.
- Collaborate with IT staff to facilitate the resolution of technical issues and user support requests.
- Assist in managing user accounts and access permissions in collaboration with the IT team.
- Facilitate the setup and configuration of IT systems and software for project-related activities.
- Support the organization and facilitation of training sessions for offshore project team members.
Requirements:
- Proven experience as an executive assistant or in a similar administrative role, preferably in an offshore project environment.
- Strong organizational and time management skills, with the ability to prioritize and multitask effectively.
- Excellent written and verbal communication skills, including the ability to communicate with diverse stakeholders.
- Proficiency in using office productivity tools, project management software, and collaboration platforms.
- Basic knowledge of IT systems, software, and hardware, with the ability to provide basic technical support.
- Strong problem-solving skills and ability to adapt to changing project requirements.
- Attention to detail and accuracy in managing project documentation and schedules.
- Ability to handle sensitive and confidential information with the utmost professionalism.
- Strong interpersonal skills and the ability to work effectively in a multicultural and collaborative offshore environment.
What you’ll get:
We understand that different families have different needs, which is why we’re always evolving our benefits to accommodate our employees.
Along with health and financial benefits, our employees enjoy a variety of other perks, tuition assistance, employee resource groups, and collaborative workspaces — some offices even welcome dogs.
In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.
We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation.
A diverse range of benefits, depending on your geographical location.
Globally as a minimum you will receive:
- Life assurance
- Healthcare
- Competitive salary
- Career development and progression opportunities
- Values Award celebration events
- Team building days
Plus, much more!
