Marine Operations Administrative Assistant
Summary:  Lead role serving the Marine Operations department on-site and remote staff with administration support to ensure efficient operation of departmental communication, procedures, and document management. The Administrative Assistant proactively and intuitively syncs the scope of work for Marine Operations into predictable processes. The incumbent is a vital role to ensure coordination of efforts throughout the Marine Operations team.

Essential Duties and Responsibilities (include but not limited to)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

  • Coordinate meetings and events, including as necessary: scheduling, agendas, minutes of meetings, booking conference rooms and other facilities, and coordinating presentations
  • Maintain files of correspondence and other documentation as required
  • Format, revise, publish, and file Safety Management System (SMS) documents and records as directed
  • Coordinate and support administratively internal and external audit meetings
  • Maintain a working knowledge of the Company SMS and assist the Safety Manager to ensure safe working practices are followed on Company ships
  • Complete and submit applications for crew certificates and documents such as: Seaman’s books, Flag State Endorsements, and Rating Certificates
  • Track crew certificates expiration dates and facilitate renewals
  • Submit Maritime Training Center (MTC) training requests on behalf of crew
  • Manage office supplies
  • Draft and revise documents as requested
  • Compile and publish Key Performance Indicators (KPIs)
  • Filing port reports and other port-related documentation
  • Administrative support for advancement training marine crew and staff
  • Travel and Vendor Coordination by assisting various department managers with coordination of ship visits or other travel for vendors and staff
  • Manage office supplies
  • Other duties as assigned

Qualifications (Knowledge, Skills, Abilities, and Requirements)

The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Able to demonstrates ownership in the successful implementation of the Administrative Assistant’s scope of work
  • Self-starter that knows how to move a concept to repeatable, predictable processes
  • Independent thinker that contributes to the required collaboration to ensure coordination of efforts
  • Ability to effectively establish priorities in a multi-tasking work environment
  • Strong computer skills required, high proficiency with Microsoft Office Suite.
  • Capacity to learn and work with enterprise software systems:
    • Marine Operations Ship Management System
    • Mercy Ships intranet
    • Human Resources Management System
  • Excellent proof-reading and editing skills
  • Supportive of Mercy Ships mission and vision, and committed to its core values.
  • Understand and apply servant leadership, work collaboratively with integrity and demonstrate accountability

Education and Experience

The requirements listed below are representative of the education and / or experience required.

  • High School Diploma or General Education Degree (GED)
  • Successful completion of Mercy