Executive Assistant

2 months ago

Fareham, United Kingdom Saab AB Full time

Introduction

Saab UK is a British company that is part of Saab Group's global high-technology operations. Saab offers world-leading solutions and services in defence, aviation, space and civil security. In the UK we bring together the best of Swedish and British innovation and engineering to provide our customers with products and solutions that push boundaries for what is considered technically possible. Our mission is to help our customers to keep people and society safe.

Our Saab UK business is going through a period of rapid growth, this means that we can offer a wide range of opportunities for personal fulfilment and career growth. As part of the global entity Saab AB, Saab UK Ltd combines the innovative spirit of a start-up with the resources and expertise of a larger corporation. Across the country we have seven principle sites which focus on software engineering, underwater robotics, training services and radars. Globally we number over 22,000 employees and have operations on all continents. Technologically we are leaders in many areas, and we reinvest a high proportion of our earnings in internal research and development. We collaborate with colleagues around the world who all share our challenge - to make the world a safer place.

Saab is a company with opportunities, a company where we see diversity as an asset and where you have both considerable responsibility as well as good opportunities for advancing in your career. Additionally, Saab is a company that respects each person's needs for a rewarding life beyond work.

Role Purpose:

As an Assistant to the Managing Director (MD) for your business area, you will provide an efficient and responsive administrative, organizational and logistical service:

  • Arranging travel, visas (when required) and accommodation

  • Manage the Head's expenses and official entertainment claims

  • Dealing with incoming email, often corresponding on behalf of the MD

  • Diary organization and arranging meetings

  • Carrying out specific projects and research

  • Event and Social planning including organisational team building activities

  • Minute meetings on behalf of the MD

  • Taking minutes of key meetings

  • Expected to travel to key meetings in UK and occasionally to Sweden if required.

As an Office Coordinator, you will ensure the office runs smoothly, ensuring high levels of organizational effectiveness, communication and safety for staff and visitors.

Key accountabilities and responsibilities:

  • First point of contact for guests, staff and general enquiries

  • Ordering and organising office & kitchen supplies. Keep up supplier relations and source new suppliers when needed

  • Ensure the office and kitchen and communal areas are kept presentable

  • Updating the Visitors Book and maintain security logs, issuing security passes for both employees and visitors. Ensure visitors have refreshments

  • Overall coordination of conference room bookings. Ensure each room/meeting has sufficient notepads, pencils, water, glasses, etc. If required, order refreshments/lunch. Ensure conference rooms are tidy at the end of each day

  • General office administration duties including photocopying/scanning

  • Order and issue Saab ID cards and alarm codes, maintaining an up-to-date ID log, adding and deleting employees as required to ensure the log is accurate. Manage Smart ID access requests for the office as per guidance provided

  • Act as Fire Warden for the office

  • Audit office equipment twice yearly and keep the Registers updated

  • Provide support to and back up for the Facilities Manager

  • Handle all incoming mail and dispatch of outgoing mail/parcels. Items to be couriered should be sent on time, tracked and followed up to confirm delivery

  • Provide support, when required, at offsite events

  • Ad hoc support and special projects, when required

  • Travelling to other offices such as London and Farnborough

Essential skills:

  • Proven experience as an Assistant at a senior level in an environment requiring tact, judgment and discretion

  • Flexibility. The role will require some occasional out of hours/weekend working

  • Adaptable, pro-active and ability to work on own initiative

  • Communication, negotiation and relationship-building skills

  • Organisational, IT and Problem-solving skills

  • Leadership and the ability to 'make things happen'

Desirable skills:

  • Understanding of working within a defence environment would be advantageous

  • Good knowledge of PowerPoint and Word

  • Strong team player with a solution focused approach and a high-quality standard of execution and delivery

  • Personable and easy to approach

  • A clear and concise communicator who listens well and is able to flex communication style

  • Ability to think around problems & get to inventive solutions

  • Executive Assistant

    5 months ago

    Fareham, United Kingdom LendingMetrics Full time

    We currently have an exciting opportunity for an Executive Assistant to join our team. This is a great opportunity for an experienced Executive/Personal Assistant to provide high quality executive support to the two Directors of the business. We are looking for a highly organised and passionate individual with the ability to manage priorities across the...

  • Executive Assistant

    5 months ago

    Fareham, United Kingdom LendingMetrics Full time

    We currently have an exciting opportunity for an Executive Assistant to join our team. This is a great opportunity for an experienced Executive/Personal Assistant to provide high quality executive support to the two Directors of the business. We are looking for a highly organised and passionate individual with the ability to manage priorities across the...

  • Executive Assistant

    5 months ago

    Fareham, United Kingdom LendingMetrics Full time

    We currently have an exciting opportunity for an Executive Assistant to join our team. This is a great opportunity for an experienced Executive/Personal Assistant to provide high quality executive support to the two Directors of the business. We are looking for a highly organised and passionate individual with the ability to manage priorities across the...

  • Executive Assistant to Managing Director

    5 months ago

    Fareham, United Kingdom High Impact Academic Coaching Full time

    **Join Our Team as an Executive Assistant!** Are you ready to make a profound impact on education? High Impact Academic Coaching is seeking a dynamic and dedicated Executive Assistant to the Managing Director, a driving force behind our mission to transform lives through the power of education. **About Us**: At High Impact Academic Coaching, we're more...

  • Executive Chef Assistant

    4 weeks ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    Job SummaryWe are seeking a highly skilled and experienced Executive Chef Assistant to join our team at TÜV SÜD. As a key member of our Site Services team, you will be responsible for assisting and deputising for the Chef in providing a daily breakfast, lunch, and hospitality services to our growing customer base.Key ResponsibilitiesAssist and deputise for...

  • Executive Chef Assistant

    2 months ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    Job SummaryWe are seeking a highly skilled and experienced Executive Chef Assistant to join our team at TÜV SÜD. As a key member of our Site Services team, you will be responsible for assisting and deputising for the Chef in providing a daily breakfast, lunch, and hospitality services to our growing customer base.Key ResponsibilitiesAssist and deputise for...

  • Executive Assistant

    5 months ago

    Fareham, United Kingdom Aztec Group Full time

    **Reports to the Group Managing Director - Markets** This is a new opportunity within Aztec to work directly with the Group Managing Director of Markets as a Executive Assistant with the ability to make a real impact to the business whilst increasing visibility. **Key responsibilities**: - Schedule management to ensure effective day to day running of the...

  • Executive Assistant and Office Manager

    2 weeks ago

    Fareham, Hampshire, United Kingdom Hampshire and Isle of Wight Constabulary Full time

    Job Title: Executive Assistant and Office ManagerJob Summary: We are seeking a highly organized and efficient Executive Assistant and Office Manager to provide administrative support to our team. The successful candidate will be responsible for managing the day-to-day operations of the office, coordinating travel arrangements, and providing exceptional...

  • Executive Assistant and Office Manager

    1 month ago

    Fareham, Hampshire, United Kingdom Hampshire and Isle of Wight Constabulary Full time

    Job Title: Executive Assistant and Office ManagerJob Summary: We are seeking a highly organized and efficient Executive Assistant and Office Manager to provide administrative support to our team. The successful candidate will be responsible for managing the day-to-day operations of the office, coordinating travel arrangements, and providing exceptional...

  • Executive Assistant and Office Manager

    2 weeks ago

    Fareham, Hampshire, United Kingdom Hampshire and Isle of Wight Constabulary Full time

    Job Title: Executive Assistant and Office ManagerJob Summary: We are seeking a highly organized and efficient Executive Assistant and Office Manager to provide administrative support to our team. The successful candidate will be responsible for managing the day-to-day operations of the office, coordinating travel arrangements, and providing exceptional...

  • Executive Assistant and Office Manager

    1 month ago

    Fareham, Hampshire, United Kingdom Hampshire and Isle of Wight Constabulary Full time

    Job Title: Executive Assistant and Office ManagerJob Summary: We are seeking a highly organized and efficient Executive Assistant and Office Manager to provide administrative support to our team. The successful candidate will be responsible for managing the day-to-day operations of the office, coordinating travel arrangements, and providing exceptional...

  • Executive Assistant and Office Manager

    2 weeks ago

    Fareham, Hampshire, United Kingdom Hampshire and Isle of Wight Constabulary Full time

    Job Title: Executive Assistant and Office ManagerJob Summary: We are seeking a highly organized and efficient Executive Assistant and Office Manager to provide administrative support to our team.Key Responsibilities:Provide administrative support to the team, including managing calendars, coordinating travel arrangements, and preparing reports.Manage the...

  • Marketing Executive

    4 months ago

    Fareham, United Kingdom Williams Trade Supplies Full time

    Williams is an award-winning, independent, trade-only plumbing and heating merchant with over 50 Trade Counters and Regional Fulfilment Centres across the UK. We choose to do the right thing in all that we do, building long-term relationships with our customers and suppliers which, along with our ambition, allows us to consistently improve and grow. We are...

  • Executive Chef Assistant

    1 month ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    Job SummaryWe are seeking a highly skilled and experienced Assistant Chef to join our team at TÜV SÜD. As an Assistant Chef, you will play a key role in maintaining the highest standards of food quality and service in our busy commercial kitchen.Key ResponsibilitiesAssist the Chef in preparing and cooking meals for our customers, including breakfast,...

  • Executive Chef Assistant

    1 month ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    About the RoleWe are seeking a highly skilled and experienced Assistant Chef to join our team at TÜV SÜD. As an Assistant Chef, you will play a key role in maintaining the high standards of our food service, working closely with our Chef to deliver exceptional quality and service to our customers.Key ResponsibilitiesAssist the Chef in preparing and cooking...

  • Executive Chef Assistant

    1 month ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    Job SummaryWe are seeking a highly skilled and experienced Assistant Chef to join our team at TÜV SÜD. As an Assistant Chef, you will play a key role in maintaining the highest standards of food quality and service in our busy commercial kitchen.Key ResponsibilitiesAssist the Chef in preparing and cooking meals for our customers, including breakfast,...

  • Executive Chef Assistant

    1 month ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    About the RoleWe are seeking a highly skilled and experienced Assistant Chef to join our team at TÜV SÜD. As an Assistant Chef, you will play a key role in maintaining the high standards of our food service, working closely with our Chef to deliver exceptional quality and service to our customers.Key ResponsibilitiesAssist the Chef in preparing and cooking...

  • Executive Chef Assistant

    2 weeks ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    Job SummaryWe are seeking a highly skilled and experienced Assistant Chef to join our team at TÜV SÜD. As an Assistant Chef, you will play a key role in maintaining the highest standards of food quality and service in our busy commercial kitchen.Key ResponsibilitiesAssist the Chef in preparing and cooking meals for our customers, including breakfast,...

  • Executive Chef Assistant

    2 weeks ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    Job SummaryWe are seeking a highly skilled and experienced Assistant Chef to join our team at TÜV SÜD. As an Assistant Chef, you will play a key role in maintaining the highest standards of food quality and service in our busy commercial kitchen.Key ResponsibilitiesAssist the Chef in preparing and cooking meals for our customers, including breakfast,...

  • Executive Chef Assistant

    1 month ago

    Fareham, Hampshire, United Kingdom TÜV SÜD Full time

    About the RoleWe are seeking a highly skilled and experienced Assistant Chef to join our team at TÜV SÜD. As an Assistant Chef, you will play a key role in maintaining the high standards of our food service, working closely with our Chef to deliver exceptional quality and service to our customers.Key ResponsibilitiesAssist the Chef in preparing and cooking...