Operations Secretary

About us
Are you a highly organized and proactive professional who enjoys coordinating activities, managing administrative processes, and supporting operational teams in a fast-paced environment? Do you excel at communication, planning, and stakeholder coordination while maintaining attention to detail? Then this role could be your next step. Apply now!
Damen Song Cam Shipyard (DSCS) is part of Damen Shipyards Group, one of the world's leading shipbuilders. At DSCS, we design, build, commission, and deliver world-class tugboats and workboats for customers around the globe.
Our success relies on strong collaboration between Production, Engineering, Supply Chain, Quality, HSE, and Support Departments to ensure projects are delivered safely, efficiently, and on time. As part of our Operations Division, you will contribute to ensuring smooth communication, coordination, and administrative support across multiple operational departments.
The Role
As an Operations Secretary, you are responsible for providing comprehensive administrative, coordination, and secretarial support to the Operations Division and Operations Management Team.
You will facilitate effective communication, manage schedules and meetings, coordinate travel arrangements and site visits, maintain documentation and records, support budget administration, and ensure the efficient flow of information across operational departments.
The role requires frequent interaction with managers, employees, customers, suppliers, and international colleagues within Damen Shipyards Group.
Key Responsibilities
Administrative & Secretarial Support:
•Provide professional administrative and secretarial support to the Operations Director and Operations Management Team.
•Prepare, draft, format, and distribute correspondence, presentations, reports, announcements, and other business documents.
•Translate documents, emails, reports, and presentations between English and Vietnamese when required.
•Manage incoming and outgoing correspondence, emails, and documentation.
•Maintain filing systems and ensure proper document control and record retention.
Meeting & Coordination Management:
• Manage calendars, schedules, and appointments for Operations Management.
• Coordinate, organize, and prepare meetings, workshops, and management reviews.
• Arrange meeting logistics including conference rooms, invitations, catering, and required documentation.
• Prepare meeting agendas, record minutes, track action items, and follow up on completion status.
• Support cross-functional coordination between Production, Engineering, Supply Chain, Quality, HSE, and other departments.
Travel & Visitor Coordination:
• Coordinate domestic and international business travel arrangements.
Arrange flight bookings, transportation, accommodation, visa applications, and related travel documentation.
• Liaise with travel service providers and monitor travel-related expenses.
• Organize customer visits, supplier visits, audits, and internal group visits.
• Support visitor reception activities and ensure a professional visitor experience.
Department Administration & Budget Support:
• Monitor and administer departmental office supplies, stationery, and common facilities.
• Support purchase requests and follow-up activities related to departmental requirements.
• Maintain records of departmental expenses and support budget monitoring activities.
• Assist in preparing periodic operational reports and management presentations.
• Support administrative activities related to operational projects and continuous improvement initiatives.
Communication & Information Management:
• Ensure timely and accurate communication between Operations Management and relevant stakeholders.
• Collect, compile, and consolidate information required for management reporting.
• Maintain confidentiality of sensitive operational and business information.
• Support internal communication activities and information distribution across departments.