Administrator Coordinator - Maritime

About This Role

As Administrator Coordinator for the Maritime department, you will supervise and coordinate a team of administrators who provide high-quality support for international governance meetings, events, and communications to member organizations and external partners. The role involves working with colleagues and external stakeholders worldwide to ensure the smooth delivery of the Maritime department's administration function, including the logistical aspects of global maritime activities, and contributing to the successful delivery of the Congress cycle and organizational work program. Reporting to the Head of Maritime Administration, you will help strengthen long-term administrative systems to be efficient, coordinated, and fit for purpose in a complex international environment.

Responsibilities

• Manage a team of administrators to ensure work is delivered to a consistent, high standard, fostering an environment of continuous improvement
• Coordinate the workload of the team in the delivery of organizational work programs
• Develop, implement, and update administrative policies and procedures, ensuring consistent and standardized ways of working
• Oversee the logistical delivery of international meetings, events, and conferences, coordinating delegate management with support from Maritime Administrators, and ensuring organizational systems are used effectively
• Prepare meeting budget forecasts and support the annual planning and budgeting cycle; monitor spend; identify variances and escalate in a timely manner
• Assist in drafting meeting documentation for conferences and governance meetings, and for meetings with strategic partners and other relevant international organizations
• Identify issues that may affect delivery and resolve/escalate in a timely manner
• Provide cover for the Head of Maritime Administration when necessary

Requirements

• Proven experience managing and leading a team, providing clear direction, coordinating workloads, delegating work effectively, and motivating individuals to achieve high standards of performance
• Strong knowledge of administrative practices, ideally with experience delivering international governance-focused meetings and conferences
• Ability to prioritize effectively, supporting senior stakeholders, and managing multiple tasks and projects simultaneously, often working across international time zones
• Clear and accurate written and verbal communication skills with a high standard of written English and excellent attention to detail
• Confidence working with diverse internal and external stakeholders in a multilingual environment (knowledge of languages other than English would be an asset)
• Maintain confidentiality when handling sensitive information
• Strong numerical skills, with experience in budgeting, reconciliation, and expense reporting