EA to the CEO and Board

Ferguson Marine (Port Glasgow) Limited; Port Glasgow; On-site; GBP 30,000 - 40,000; Full time

Job summary

A dynamic marine organization in Port Glasgow seeks an experienced Executive Assistant (EA) to provide confidential support to the CEO and Board of Management. You'll organize secretariat services, manage diaries, and ensure effective communication within the Senior Leadership Team. The role demands minute-taking expertise, exceptional attention to detail, and the ability to thrive in a fast-paced environment. Working hours are 37 per week, from Monday to Thursday 8 am to 4:30 pm and Friday 8 am to 1 pm.

Qualifications

• Strong minute taking experience is critical.
• Experience in a fast-paced environment is essential.
• Ability to prioritize tasks efficiently is necessary.

Responsibilities

• Provide secretariat services to the Board.
• Attend meetings and prepare accurate minutes.
• Manage diary and email communications.
• Distribute documents and reports for meetings.

Skills

Minute taking experience

Problem-solving skills

Communication skills

Attention to detail

Teamwork

Tact and discretion

Job description

We have an exciting opportunity for an experienced EA, looking for their next challenge to join our organisation to provide confidential and professional support to the CEO and Board of Management.

You work closely with the Senior Leadership Team to support them in delivering key objectives and projects.

Key Responsibilities

• Organises and undertakes a robust and comprehensive secretariat service to the Board and its Committees to ensure the effective and efficient administration of Board activity
• Attend relevant meetings and prepare accurate and concise minutes to record key issues, decisions taken and actions agreed, ensuring draft minutes are available promptly for review
• Telephone and email communications
• Provide professional and personal administrative support to Senior Leadership Team
• Ensure tasks for key projects are being completed by the relevant team members
• Efficient diary management, email management, including prioritising commitments, forward planning
• Prepare agendas and ensure relevant documentation is distributed prior to meetings
• Production and distribution of documents, reports, presentations, and minutes
• Support with ad-hoc requests from the wider team including events, meeting support, projects etc
• Appointment, travel and meeting management
• Paperwork and document management
• Setting up and clearing away of meetings
• Other ad-hoc duties as and when required within the scope of the role

Key Requirements

• Strong minute taking experience
• Demonstrable experience of working in a fast-paced environment that demands a critical eye for problem solving
• Ability to prioritise and co-ordinate tasks efficiently whilst working to tight deadlines
• Excellent communication and written skillsDiligent work ethic with accurate and flawless attention to detail
• Ability to work independently and as part of a team
• Ability to build trust and rapport and to demonstrate tact and discretion when dealing with confidential information

Additional Information

• 37 Hours per week – Monday to Thursday 8am to 4.30pm and Friday 8am – 1pm