Overview:
The Terminal Operations Assistant provides high-level administrative and operational support to the terminal’s executive leadership, ensuring the smooth coordination of day-to-day activities, communications, and strategic initiatives. This position requires a high degree of professionalism, discretion, and industry awareness, particularly in a fast-paced, safety-critical stevedoring environment.
This role is temporary and expected to last through August/September with the possibility of extension or permanent status.

Responsibilities:

• Manage and prioritize complex calendars, including scheduling internal and external meetings, vessel briefings, union coordination, and port authority engagements.
• Prepare executive-level reports, presentations, and correspondence related to terminal performance, labor usage, vessel productivity, and compliance.
• Act as liaison between executive leadership and internal departments, customers, vendors, labor representatives, and port stakeholders.
• Coordinate travel arrangements, itineraries, and expense reporting for the executive team.
• Assist in planning and documenting high-level meetings, including safety audits, customer visits, and operational reviews.
• Maintain and organize confidential files, contracts, and personnel-related documents in accordance with company policy and regulatory requirements.
• Support special projects including process improvements, budgeting support, incident reporting, and executive communications.
• Monitor deadlines and ensure executives are briefed and prepared for key events, negotiations, or vessel operations.
• Draft responses to inquiries and communications on behalf of executives when appropriate.

Qualifications:

• Associate’s or bachelor’s degree in Business Administration, Logistics, or related field preferred.
• Minimum 5 years of experience in an executive or senior administrative support role; maritime, terminal, logistics, or transportation industry experience strongly preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with terminal operating systems, port authority platforms, or ERP systems is a plus.
• Exceptional organizational, time management, and problem-solving skills.
• Excellent verbal and written communication skills, with the ability to interact effectively with all levels of management and external partners.
• High level of discretion in handling confidential and sensitive information.
• Ability to work independently and adapt to the demands of a dynamic terminal environment.

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• Manage and prioritize complex calendars, including scheduling internal and external meetings, vessel briefings, union coordination, and port authority engagements.
• Prepare executive-level reports, presentations, and correspondence related to terminal performance, labor usage, vessel productivity, and compliance.
• Act as liaison between executive leadership and internal departments, customers, vendors, labor representatives, and port stakeholders.
• Coordinate travel arrangements, itineraries, and expense reporting for the executive team.
• Assist in planning and documenting high-level meetings, including safety audits, customer visits, and operational reviews.
• Maintain and organize confidential files, contracts, and personnel-related documents in accordance with company policy and regulatory requirements.
• Support special projects including process improvements, budgeting support, incident reporting, and executive communications.
• Monitor deadlines and ensure executives are briefed and prepared for key events, negotiations, or vessel operations.
• Draft responses to inquiries and communications on behalf of executives when appropriate