Maritime Team Assistant

London (Central), London (Greater)
14 Sep 2021
14 Oct 2021
Full Time
Contract Type

Company Description

Inmarsat has been at the forefront of global mobile satellite communications for over forty years, and is the market leading provider of voice and high-speed data communications for users on land, at sea and in the air through its constellation of 14 geostationary satellites.  Inmarsat is a privately owned company with a profitable track record and significant growth aspirations. This is represented by more than 55 nationalities in the workforce, reflecting the global and dynamic nature of the business. With an investment of over $3 billion in its latest network infrastructure, Inmarsat is at the forefront of global mobile communications innovation.


Inmarsat’s Maritime business unit is the leader in global mobile satellite communications at sea. Thousands of vessels rely on our unrivalled end-to-end service availability and coverage for operational communications and safety services.  We offer the broadest portfolio of mobile voice and data solutions on the market, so we can meet the needs of all types and size of vessel – and every budget.

Job Description

Primary role purpose:

To provide administrative support to 3 of the VPs in the Maritime business unit and act as backup to the Executive Assistant to the President of the MBU in the case of her absence. 

Key responsibilities of the position: 

  • Manage VP’s business diaries/calendars, including juggling conflicting priorities to accommodate urgent external customer requirements for unscheduled meetings
  • Act as first point of contact for internal and external stakeholders requiring time with VPs
  • Organise complex travel arrangements and requirements
  • Raise Purchase Requisitions and set up new vendors; processing / track invoices for the department; communicate with requester; Accounts Payable and suppliers
  • Process expenses on Concur system
  • Organise internal/external meetings and events, set up Webex facilities, teleconferences, videoconferences; ordering catering 
  • Coordinate monthly team strategy and planning events, including preparation of agenda, coordination of materials, arranging facilities and catering – ensure room is adequately prepared with working IT in advance of meeting start time
  • Provide support to external guests and overseas Inmarsat staff visits to our London headquarters and/or for VP visits to Inmarsat offices in other international locations in coordination with local resources
  • Provide support to coordinate partner conference events, in collaboration with marketing
  • Format presentations and documents, ensure VPs have access to required materials and –pre-reading documents ahead of key meetings
  • Filter out requests for meetings where pre-reading material has not been provided or where there is no clear agenda
  • Provide filing support and document management solutions (printing and scanning)
  • Provide telephone cover and answering support during meetings etc
  • Arrange couriers / shipments documentation
  • Ordering stationary supplies
  • Support meetings inc minute taking and action tracking
  • Ad-hoc logistical support – liaise with IT, Telecoms etc. in the event of any issues
  • Handle confidential and classified information with discretion
  • Support on boarding for new employees


Essential Knowledge and Skills:

  • Previous experience of supporting multiple senior leaders in a team administration role
  • Experience in managing complex diaries, internal/external meetings, travel and mail within a corporate environment
  • Organised with excellent attention to detail and strong time management skills
  • Excellent inter-personal and communication skills, in particular to liaise with important external stakeholders
  • Proactive and driven
  • Microsoft office suite in particular Outlook and PowerPoint
  • Strong interpersonal skills and team spirit
  • Comfortable working office-based

Desirable Knowledge and Skills:

  • Experience of the following systems:  SAP, Concur, Webex, MS Teams, MS Powerpoint, MS Excel, MS Word, Tableau, Salesforce
  • Experience of supporting a team of geographically dispersed individuals

Additional Information

You must be eligible to work in this location advertised.

Inmarsat Values: 

Our values define Inmarsat’s culture and represent what we believe in. Inmarsat employees aspire to certain behaviours which support our corporate values, they create a stronger working environment and lie at the heart of our continued success as an organisation.

·       Accountability – taking ownership, getting results and keeping our promises

·       Respect – collaborating, embracing diversity and valuing differences

·       Excellence – creating bold solutions for our customers and putting quality at the heart of everything we do

Similar jobs

Similar jobs