Department Secretary

Tropical Shipping in West Palm Beach, Florida is seeking an Department Secretary for the executive team

The ideal candidate will act as Sales & Secretarial Coordinator for the VP/AVPs overseeing Hispaniola, Global, Leeward, and Windward regions. Providing comprehensive administrative support to those VP/AVPs. Serving as backup to other executives and supporting their direct reports. Coordinating communication, schedules, and documentation across teams and regions. Ensuring timely follow‑up and assisting with tasks as needed to maintain operational efficiency.

Responsibilities include, but are not limited to:

• Provides general secretarial support for the VP's and AVP's listed.
• Transcribes drafts of correspondence, reports, and agreements for the VP's and AVP's above.
• Drafts routine correspondence.
• Assists customers, provides information, and takes messages.
• Creates new files and maintains day-to-day filing within the department.
• Schedules meetings and maintains the calendar for the VP/AVP
• Handles routine matters to assist management.
• Maintains daily ready file, department filing system and tickler file system.
• Coordinates with other departments to ensure expeditious handling of customer requests/complaints.
• Assists in facilitating inter-company communication of information.
• Advises VP/AVPs of recurring problems and makes appropriate suggestions and/or recommendations.
• Uses Excel spreadsheets to put together financial information for meetings as needed as well as produces Power Point presentations as needed by VP/AVPs listed.
• Reviews and Distributes Power BI reports to VP/AVP and their reports
• Prepare binders as needed for records of information regarding initiatives and projects run by the applicable VP/AVPs listed.
• Coordinates travel arrangements for VP/AVPs listed including travel requests.
• Actively supports the Key Initiatives of the Company.
• Audits all direct reports expenses for the VP/AVPs listed and signs off on their accuracy and distributes to AP.
• Prepares VP/AVPs listed draft expense reports in Concur
• Helps the VP/AVPs listed compile their own expenses and ensure they are accurate and notes any per Diem issues ensuring VP/AVPs expenses are within company policies.
• Make all copies as required and ensure all filing is optimal and work areas are efficient for above VP/AVPs.
• Ensure proper mailstops are put on correspondence.
• Maintains vacation schedules with the above VP/AVPs to ensure all holidays and busy periods are staffed appropriately.
• Maintains inventory levels

Education:

High School Diploma or equivalent

Experience:

• Proven experience using Concur for expense, travel, and invoice processing
• Strong skills working with spreadsheets (Excel or similar), including data organization, formulas, and reporting
• Proficiency with Microsoft Office Suite and familiarity working in Microsoft‑based systems
• Exposure to Power BI or other business intelligence/data visualization tools is a plus
• Demonstrated experience in customer service or client‑facing roles
• Experience planning, coordinating, and executing events

Licenses:

• Valid driver's license

Travel:

• None

Physical Requirements:

Office Environment - Manual dexterity to perform repetitive motion tasks on computer. Ability to bend or stoop to retrieve lower shelf files.

Benefits:

• Competitive Pay
• Free Medical insurance for employees & dependents (Immediate eligibility)
• Dental, Vision, Life, Short-term & Long-term insurance available at great rates
• Annual Incentive Bonuses for ALL team members
• 401(k) retirement plan with company generous company match
• Tuition Reimbursement
• Employee Recognition Programs and events
• Employee Discounts
• Paid Time Off & Holiday Pay
• Casual work environment and so much more

For a complete list of our job postings go

• Apply on our website

Tropical shipping was originally established in 1954 and today it is the leader in the ocean freight industry and the largest containerized carrier in the Caribbean region. From Canada to South Florida, we operate state-of-the-art vessel fleets and facilities. With a world-wide client base, Tropical Shipping moves millions of tons of cargo throughout the world. Tropical employs more than 900 team members in various countries in a variety of positions such as: Accounting, Purchasing, Logistics, Warehouse Operations, Marine Operations, Maintenance and so much more Tropical is dedicated to our team members and has built a culture of diversity, fun and excellence. We are committed to our Tropical Shipping team and the families they support. Come and apply today