Administrative Assistant

Administrative Assistant

About the Company:

Gibson Shipbrokers is the first UK shipbroker to become a fully independent, employee-owned company, run on behalf of, and for the benefit of all worldwide employees of the company. We have an unrivalled team ethos and are dedicated to providing a working environment which gives employees autonomy to do their best work, respects of families and personal lives, and seeks to be fair in all we do.

With established offices across London, Athens, Dubai, Mumbai, Singapore, Hong Kong and Houston, we offer our clients a highly professional platform of global shipping solutions. Providing support to clients operating in the Tanker, Dry Cargo, Offshore, Gas and Sale & Purchase markets, we are able to draw on our industry experience to deliver world-class services.

Around the world, the Gibson name represents excellence within the shipbroking industry. Proud of our 130-year heritage we have continued to grow, adapting to the many changes that influence our global markets. Our pro-active and professional team are continuously driving the company forward ensuring we remain a market leader.

Key Tasks & Responsibilities:

• Assist Executive Assistant with administrative duties and projects as necessary

• Provide clerical and administration support to the brokers in London and overseas as required

• Assist Administering the signatures of Charter Parties and other shipping documentation

• Assist with scheduling and coordinating meetings and appointments

• Attend meetings and take accurate notes as requested

• Update and maintain Company address book

• Assist with Company events and attend as and when required

• Assist and coordinate brokers travel requirements, including visa and other required travel documentation.

• Front of house duties as required, greeting visiting clients

• Prebooking meeting rooms, refreshments

• Arranging courier dispatches and receipts

• Ad hoc support to the Office Manager when cover is required

Essential Skills:

• Attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Strong organisational and planning skills

• Computer skills and knowledge of office software packages

Personal Attributes and Experience:

• Prior administrative or assistant experience

• Discrete and trustworthy

• Ability to work independently as well as in a team

• Self-motivated and driven to succeed

• Positive mentality and approach, proactive and shows initiative

• Flexible with willingness to learn and develop new skills

Benefits we offer:

• Pension contributions of up to 12%, for eligible employees.

• Private Medical Insurance, including corporate rates for additional family cover.

• Life Insurance coverage at 8 x annual salary.

• Group Income Protection for long-term sick leave.

• Mental Health support lines.

• Online benefit portal with retail discounts, click and buy benefits at corporate rates for staff and their families, and salary sacrifice options, including electric car leasing.

• Season Ticket Loans.

• Cycle to Work Scheme.

• Eyecare Vouchers.

• Mobile phone and laptop for work purposes.

Please only apply if you have permanent residency and right to work in the UK.

All applications are treated as strictly private and confidential.

The above contains the main outline of duties. However, in an organisation such as E.A Gibson Shipbrokers Ltd, it is inevitable that tasks may arise which do not fall within the remit of the above list of Key Tasks. Employees are therefore required to respond with a flexible approach when tasks arise which are not specifically covered in their job profile. Should an additional responsibility become a regular part of an employee’s job, the Job Profile will be amended to include this.