A vacancy exists for ONE (1) EXECUTIVE ASSISTANT AND BOARD SECRETARY who will report directly to the Chief Executive Officer.
The Executive Assistant and Board Secretary provides high-level administrative, organizational, and governance support to the CEO and the Board of Directors. This role requires exceptional discretion, professionalism, and the ability to manage complex responsibilities in a fast-paced environment. The successful candidate will serve as a trusted partner to the CEO, ensuring smooth daily operations, while also managing board governance processes and compliance requirements.
MAIN RESPONSIBILITIES:
Executive Support Duties:
• Provide comprehensive administrative support to the CEO, including calendar management, travel coordination, meeting preparation, and correspondence.
• Draft, review, and manage communications, presentations, and reports on behalf of the CEO.
• Request and provide arrival/immigration information for visitors to the CEO when necessary.
• Act as a liaison between the CEO and internal/external stakeholders, ensuring timely follow-up and clear communication.
• Maintain confidentiality and handle sensitive information with the highest level of discretion.
Board Secretary Duties:
• Coordinate all aspects of board and committee meetings, including scheduling, agenda preparation, materials distribution, and minute-taking.
• Ensure compliance with corporate governance requirements, securities regulations, and company bylaws.
• Maintain accurate records of board activities, resolutions, and corporate documents.
• Support the onboarding of new directors and facilitate ongoing board education and development.
• Serve as the primary point of contact for board members regarding logistics, documentation, and governance matters.
Governance & Compliance Duties:
• Collaborate with shareholder legal and finance teams to ensure timely filings and disclosures required for the Grand Bahama Shipyard.
• Monitor that board committees operate in accordance with their approved charters, including tracking and supporting committee meeting cadence and meeting scheduling, ensuring committee deliverables.
• Monitor and support adherence to governance best practices and evolving regulatory requirements.
• Assist in preparing annual shareholder meeting materials and coordinating logistics.
QUALIFICATIONS, SKILLS & EXPECTATIONS:
• Educated to High School level or above. Bachelor’s degree in Business Administration, Communications, or related field is an asset.
• 5+ years of experience supporting senior executives and boards, preferably in a publicly traded company
• Proficiency in Microsoft Office Suite and board management software
• Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines.
• Excellent written and verbal communication skills, with attention to detail and accuracy.
• Strong knowledge of corporate governance, securities regulations, and board operations.
• Adherence to all Company Policies, Procedures, and promote our Company ‘Values’
PERSONAL ATTRIBUTES:
• Strategic thinker with the ability to anticipate needs and proactively solve problems.
• Calm under pressure, adaptable, and resourceful.
• Ability to work with limited supervision
• Collaborative team player who builds strong relationships across all levels of the organization.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Demonstrates initiative, accountability, and a commitment to excellence.
Qualified candidates should submit their resume via email at vacancies@gbshipyard.com or https://grandbahamashipyard.com/careers/. Only shortlisted applicants will be contacted.
CLOSE DATE: March 13th, 2026