Senior Executive Assistant at Tetra Maritime

Role Overview

• The Senior Executive Assistant / Chief of Staff serves as a strategic partner to senior leadership, operating at the intersection of execution, governance, and decision support.
• This role goes beyond traditional administrative support, acting as an extension of the executive office to drive priorities, enforce operating discipline, and enable high-quality decision-making across the organisation.
• With a strong sense of ownership, commercial awareness, and analytical rigour, the role ensures that business operations are structured, efficient, and aligned with leadership objectives.
• The Chief of Staff plays a critical role in translating strategic intent into actionable plans, managing cross-functional initiatives, and maintaining organisational focus.

Core Responsibilities
Executive Office Leadership & Governance:

• Act as the central coordination point for the executive office, ensuring alignment, prioritisation, and disciplined execution of leadership initiatives.
• Establish and enforce operating rhythms, governance frameworks, and administrative standards across the business.
• Maintain oversight of key trackers (projects, travel, spend, vendors, and executive priorities), ensuring visibility, accountability, and traceability.
• Challenge and refine incoming requests to ensure clarity, preparedness, and alignment with business priorities.

Strategic Planning & Execution:

• Partner with senior leadership to translate strategic priorities into structured plans with clear timelines, ownership, and deliverables.
• Drive cross-functional initiatives from conception to execution, ensuring delivery against agreed objectives.
• Prepare briefing materials, presentations, and decision papers to support executive discussions and outcomes.
• Monitor progress against key initiatives, proactively identifying risks, gaps, and dependencies

Executive Support & Decision Enablement:

• Provide high-level executive support, acting as a trusted advisor and sounding board to leadership.
• Synthesise complex information into clear insights, recommendations, and actionable next steps.
• Ensure leadership is fully prepared for internal and external engagements through structured briefing and follow-up.
• Represent the executive office in internal engagements where required, ensuring consistency of messaging and standards.

Operational Excellence & Project Delivery:

• Lead high-impact operational projects, events, and stakeholder engagements with full ownership of planning and execution.
• Bring structure and rigour to ad-hoc business requirements, ensuring efficient and high-quality delivery.
• Continuously refine processes to improve efficiency, scalability, and organisational effectiveness.

Travel, Logistics & Executive Readiness:

• Oversee complex travel planning for executives and staff, ensuring seamless execution and alignment with business priorities.
• Design detailed itineraries to maximise efficiency and minimise operational friction.
• Proactively manage documentation, visas, and compliance requirements to avoid disruption.

Vendor Strategy & Commercial Oversight:

• Identify, onboard, and manage external vendors, ensuring quality, reliability, and value for money.
• Conduct structured due diligence, including cost-benefit analysis and performance evaluation.
• Negotiate commercial terms and manage vendor relationships in line with organisational standards.

Data, Reporting & Insight Generation:

• Own and maintain accurate datasets across administrative and operational domains (travel, vendors, spend, projects).
• Analyse trends, inefficiencies, and anomalies, providing actionable insights to leadership.
• Produce concise reports and dashboards to support strategic decision-making and cost optimisation.

Brand, Communication & Information Management:

• Act as a custodian of the organisation’s brand and communication standards.
• Oversee creation of executive materials, presentations, and stakeholder communications.
• Maintain a structured repository of key documents, ensuring accuracy, accessibility, and consistency.

Key Success Factors

• Strong commercial and operational judgment
• High level of discretion and professionalism
• Ability to operate autonomously while influencing senior stakeholders
• Exceptional organisational discipline and attention to detail
• Structured, analytical approach to problem-solving

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.