Administrative Secretary for General Manager & Finance Director

About the role

We are looking for a proactive Administrative Secretary to support the General Manager and the Director of Finance & Administration at our Genoa office. The role involves a mix of secretarial, administrative and HR‑related tasks within a global ship‑management company.

Key responsibilities

• Prepare, amend and file Management Agreements and related correspondence.
• Upload Management Agreements, Quarterly Vessel Reports and Annual Vessel Budgets to the appropriate drives.
• Maintain vessel and client files, data banks and client portfolios.
• Prepare starter packages for new local and expatriate employees, including contracts and work‑permit applications.
• Handle administrative matters for office personnel, such as recruitment, appraisals, training records and leave requests.
• Upload staff details to HR Net and keep records up to date.
• Participate in grievance meetings when required.
• Arrange conferences, social events and manage visitor reception.
• Take telephone messages, ensure timely follow‑up and provide general secretarial assistance to senior directors.
• Conduct first‑line interviews for junior secretaries and provide guidance.

Required profile

• Secretarial diploma or equivalent qualification.
• Experience supporting senior managers in a corporate environment.
• Familiarity with HR processes, work‑permit procedures and personnel administration.
• Strong organizational skills and attention to detail.

Required skills

• Proficiency with HR Net or similar HR information systems.

What we offer

• Market‑leading salary and benefits package.
• Opportunities for career growth and personal development.
• Chance to work with a leading global maritime services provider.