Executive Assistant at Tetra Maritime

Description

• The Administrative role serves as a core pillar of the organization’s operations, establishing and maintaining the structures and processes required for smooth, efficient, and compliant business activity. The role ensures that administrative operations are carefully planned, analytically grounded, and executed to a high standard.
• With a strong sense of ownership and analytical discipline, the role extends beyond task execution to continuously refine and optimize administrative frameworks, enabling the wider business to achieve its objectives

Core Responsibilities

Administrative Control & Governance

• Act as the central point of control for all administrative activity, ensuring consistency, structure, and traceability.
• Maintain and own master administrative trackers covering travel, events, vendors, spend, reimbursements, and brand assets.
• Ensure all administrative actions are properly documented, approved, filed, and easily retrievable.
• Enforce internal administrative standards and guardrails, challenging non-compliant or poorly prepared requests.

Project & Operational Execution

• Own planning and delivery of operational initiatives, events, and business support projects from concept through execution.
• Lead events, networking engagements, and stakeholder meetings, ensuring timelines, budgets, and quality standards are met.
• Bring structure and discipline to ad-hoc administrative and operational requests from leadership.

Travel & Executive Logistics

• Manage end-to-end travel planning for staff and visiting executives, including flights, accommodation, visas, and ground logistics.
• Design detailed itineraries to ensure efficient movement, minimal friction, and readiness for meetings.
• Proactively monitor documentation validity (passports, visas) to prevent last-minute

Vendor Management & Due Diligence

• Identify, evaluate, and onboard vendors for events, services, gifts, and operational needs.
• Conduct analytical due diligence, including cost-benefit analysis and performance assessment.
• Negotiate commercial terms and manage ongoing vendor performance and value for money.
• Financial Oversight & Expense Control
• Manage the end-to-end reimbursement and staff expense review process, ensuring accuracy and policy compliance.
• Review submissions for correctness, VAT treatment, and cost allocation prior to MD approval.
• Act as liaison with Finance to track status of reimbursements and vendor payments.

Analytics, Reporting & Insight

• Own administrative data across spend, travel, vendors, and events, ensuring accuracy and completeness.
• Analyze trends, anomalies, and inefficiencies, proactively flagging risks and cost-saving opportunities.
• Produce concise insight summaries and recommendations to support leadership decision-making.
• Brand & Information Custodianship
• Act as gatekeeper for the brand, ensuring all materials adhere to approved identity and quality standards.
• Coordinate creation and maintenance of decks, documents, and marketing materials.
• Maintain a structured and current library of approved digital and physical assets.

Requirements

• Administrative professional with a strong ownership mindset and sound judgment.
• Highly analytical, comfortable working with data, dashboards, and financial information.
• Proven ability to manage complex logistics, projects, and stakeholders independently.
• Confident communicator able to push back, enforce standards, and present recommendations to leadership.
• Organized, resilient, detail-driven, and trusted to operate with minimal supervision.