Executive Assistant

1 week ago

Aberdeen, United Kingdom Cammach Bryant Full time

Our client is looking for an Executive Assistant for a permanent position, located in Aberdeen

**ROLE**

To provide an efficient and confidential EA service primarily to the Group MD/CEO and COO, as well as the Executive Chairman and Investors as required.

**RESPONSIBILITIES**

**Main Tasks**
- Provide an efficient and confidential EA service to the Group MD/CEO on various important and sensitive functions.
- Ability to be pro-active, take ownership, react to challenges, problem solve and deal with matters on behalf of the Group MD/CEO where possible.
- Extensive Diary management for the Group MD/CEO, involving high level liaison with stakeholders, clients, employees. Decision making around meeting schedules, acceptance, planning and arranging meetings.
- Coordinating and booking meeting rooms, equipment and catering requirements (internal and externally)
- Preparation of all correspondence, reports, minutes, PowerPoint presentations and Board papers in an accurate and timely manner.
- Assessing and implementing processes to streamline and improve upon current practices.
- Diary Management including coordinating, organising and maintaining diaries, making appointments among varied time zones.
- Arranging, planning and coordinating customer service assignments, corporate hospitality and events.
- Co-ordinate with employees covering reception rota, ensuring that adequate cover is maintained at all times.
- High level of regular travel arrangements, accommodation and visas (as applicable) for Group MD/CEO, COO, Executive Chairman and Board Members. Preparing detailed itineraries, and proactively planning ahead for, and reacting to, changes.
- Handle confidential information in a professional manner.
- Use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc to ensure administration tasks are completed in an effective and efficient manner, including producing general correspondence and maintaining files.
- Preparing ad-hoc monthly reporting for Management as required.
- Act as the Group MD/CEO’s representative and ambassador to external stakeholders as directed. Proactively understand who they are, which are priority contacts and build strong relations both with peers and executives.
- Ensure the Group MD/CEO is adequately prepared ahead of internal and external meetings.
- Oversee the day-to-day running of the office, screening phone calls, enquiries and requests, and handling them when appropriate.
- Attending meetings, taking minutes and tracking actions.
- Raising Purchase Orders for management related activities.
- Credit card reconciliation / expenses / invoices.
- Any other duties as required

**REQUIREMENTS**
- Proven experience as Executive Assistant or similar.
- Knowledge of office procedures.
- Solid experience of office management systems including Word, Outlook, Powerpoint and Excel. Previous experience using SAP preferred.
- Strong communication and interpersonal skills.
- Experience in exercising discretion and confidentiality with sensitive Company information.
- Excellent organisational skills with an ability to think proactively and prioritise work.
- Ability to work on own initiative and under pressure is essential.

**Job Types**: Full-time, Permanent

Work remotely:

- No

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