Executive Assistant

JR United Kingdom; Aberdeen City; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading organization in engineering and aviation is seeking an experienced Executive Assistant to support their COO and Engineering Director. This hybrid role located in Bristol requires exceptional organization, communication skills, and the ability to manage competing priorities. The Executive Assistant will play a vital role in ensuring smooth operations within the team.

Qualifications

• Demonstrable experience in a high-level Executive Assistant role.
• Working in fast-paced tech/engineering or consumer product focused environments.
• Ability to support multiple Executives successfully.

Responsibilities

• Manage inboxes and complex diary scheduling across time zones.
• Prepare briefing materials and oversee seamless meeting execution.
• Coordinate domestic and international travel logistics.

Skills

Communication

Organisation

Prioritisation

Problem Solving

Collaboration

Flexibility

Tools

Microsoft Office

Job description

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Our client, a fast-paced and dynamic organisation, is a pioneer in engineering and aviation. They have offices throughout the UK and are dedicated to providing innovative solutions when it comes to air travel. They are looking for an Executive Assistant to join their Bristol team. This is an exciting opportunity for an experienced Executive Assistant to join a company of trail blazers and support a busy team.

Executive Assistant

Location: Bristol, Hybrid (3-4 days office-based/ 1-2 days WFH)

As, the Executive Assistant, your primary role will be to support the

Chief Operating Officer and Engineering Director. You will be based in Bristol and work alongside a fantastic team of four PA’s. Two based in Bristol and two based in London.

Key responsibilities:

• Proactively manage inboxes, ensuring timely responses and efficient prioritisation of actions.
• Take ownership of complex diary management, working collaboratively with the wider assistant team to coordinate high volumes of meetings across multiple time zones.
• Prepare detailed briefing materials and documentation to ensure executives are fully equipped for each engagement.
• Guarantee seamless meeting execution, including forward planning, logistical oversight, and meticulous follow-up tracking.
• Arrange end-to-end domestic and international travel, including comprehensive itineraries and contingency planning where required.
• Coordinate quarterly board meetings, including drafting agendas, compiling board packs, and managing all associated travel and logistics.
• Support the planning and delivery of internal and external events, ensuring a polished and professional experience.
• Oversee the timely processing and reconciliation of expenses in line with company policy.

Experience:

• Demonstrable experience in a high-level Executive Assistant role, supporting senior leadership in a fast-paced environment
• Exceptional written and verbal communication skills, with the ability to communicate confidently on behalf of senior stakeholders
• Proficient in Microsoft Office, with strong capabilities across Outlook, Word, Excel, and PowerPoint
• Highly organised with the ability to manage competing priorities and deadlines with ease
• Collaborative team player who thrives in a supportive environment and works effectively alongside fellow assistants
• Positive, proactive, and solution-focused mindset with a calm and professional approach
• You will have worked in a fast-paced environment in either, tech/engineering or a consumer product focused company.
• You will have previous experience of providing EA duties and support to multiple Execs
• You will have previously led and coordinated company events

Key attributes:

• You will be highly organised, flexible and able to act calm under pressure
• You will be confident and a strong communicator - you will be the spokesperson for the senior team, therefore, possessing the ability to clearly communicate with senior leaders and external stakeholders on their behalf is vital to being successful in this role.
• You will have strong collaboration skills – you will be joining a fantastic team of PA/EA’s - having the ability to integrate, build relationships with your peers will be an important part of thriving in this role.

Lily Shippen is a leading executive support and business support recruitment agency, specialising in placing high-calibre Executive Assistants, Personal Assistants, Office Managers, and Chiefs of Staff across the UK and internationally. We work with finance, investment, professional services, and corporate firms to connect them with exceptional business support professionals on a permanent, contract, and temporary basis.

Our expertise extends to executive assistant recruitment in London, Manchester, and beyond, ensuring businesses find the right talent to drive their success. Whether you are looking for an Executive Assistant in London’s financial sector or seeking an Office Manager with experience in investment firms, we are dedicated to finding the perfect match.