Executive Assistant

Noatum Maritime Services
operates as local agents in ports, acting as the eyes and ears on the ground in over 857 ports across 128 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.

The
Executive Assistant
plays a pivotal role in supporting senior leadership through high-level administrative, organizational, and communication tasks. This position is based on-site in Barcelona and 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
Executive Assistant
will act as a key liaison between the executive office and internal/external stakeholders, ensuring seamless operations, effective time management, and the prioritization of critical tasks. Success in this role is defined by the ability to anticipate needs, exercise sound judgment, and maintain the highest standards of professionalism and discretion while supporting the dynamic needs of a global maritime organization.

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, and accommodations.
• Anticipate scheduling conflicts and proactively resolve them to optimize executive time.

Communication & Stakeholder Coordination

• Serve as the primary point of contact between the executive office and internal/external stakeholders.
• Draft, review, and manage correspondence, reports, and presentations with a high degree of accuracy.
• Coordinate logistics for meetings, events, and conferences, including agenda preparation and minute-taking.

Administrative Operations & Office Management (20% of time)

• Maintain confidential files, records, and documentation in compliance with company policies.
• Process expense reports, invoices, and procurement requests for the executive office.
• Support onboarding and administrative needs for new team members within the division.

Project & Task Support

• Assist with special projects, research, and data collection as assigned by senior management.
• Track progress on key initiatives and provide status updates to executives.
• Liaise with cross-functional teams to ensure timely completion of assigned tasks.

Continuous Improvement

• Identify and implement process improvements to enhance administrative efficiency.
• Ensure compliance with company policies, confidentiality requirements, and regulatory standards
• Stay updated on best practices in executive support and maritime industry developments.

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.

Minimum Requirements

• Administration, Management, or related field studies will be valued.
• Advanced in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, MS Teams)
• Calendar and travel management tools (Advanced).
• Document management and digital filing systems (Intermediate).
• Fluent in English and Spanish minimum C1. Additional languages (e.g. Arabic or french) are a plus.
• 3-5 years of experience in Executive Assistance or Senior Administrative Support.
• Excellent communication and collaboration skills.
• Proactive approach to problem solving, adaptability and proactivity.
• Organizational and time management abilities.
• Attention to detail and high level of discretion.