Executive Assistant

KBS Maritime; Portsmouth; On-site; GBP 32,000 - 40,000; Full time

Benefits offered by this job

25 days holiday

Holiday purchase scheme

Early finish on a Friday

Discretionary bonus scheme

Enhanced pension scheme: employee 4%,

Life assurance x4

Cycle to work scheme

Group income protection

Free parking onsite

Job summary

KBS Maritime is seeking an Executive Assistant to provide high-level administrative support to the Managing Director and Leadership Team at HM Naval Base Portsmouth. The role focuses on diary management, meeting coordination, minute taking, and action tracking, with responsibilities spanning multiple senior stakeholders.

You will work independently in a dynamic environment, ensuring confidential information is handled with discretion and professionalism while maintaining strong relationships

Qualifications

• Proven experience in Executive Assistant, Personal Assistant, or Senior Administrative role supporting senior leadership.
• Strong diary and inbox management skills with ability to juggle priorities.
• Confident liaison with senior stakeholders and external partners.
• Ability to work independently, use initiative and solve problems.
• Proficient in Microsoft Office and quick to learn new systems.

Responsibilities

• Manage MD and Leadership Team diaries and scheduling.
• Coordinate board meetings and take minutes; track actions.
• Organise offsite meetings and arrange PPE and office supplies.
• Provide comprehensive administrative support to senior leaders.

Skills

Diary management

Stakeholder liaison

Clear communication

Independent working

MS Office proficiency

Tools

Microsoft Office Suite

Job description

Job Title: Executive Assistant

Location: HM Naval Base, Portsmouth (HMNBP)

Service Area: Business Management

Hours of Work: 37 Per week

Salary: £32,000 – 40,000

What you will be doing:

We are seeking a highly organised Executive Assistant at KBS Maritime to play a pivotal role in providing comprehensive support to both the Managing Director (MD) and Leadership Team. This will include activities such as diary management, board meeting coordination, minute taking and action tracking, as well as organising offsite meetings through to ordering some PPE and office supplies.

This is an exciting opportunity for an experienced Executive Assistant or Personal Assistant who thrives in a changing environment, supporting various areas of the business and enjoys working closely with senior stakeholders. You will play a critical role in ensuring the MD and Senior Leaders can focus on strategic priorities by delivering exceptional administrative and organisational support.

This is a standalone individual contributor role, making it ideal for someone who enjoys taking ownership of their work, building strong relationships and supporting senior leaders.

What you will bring:

• You’ll have proven experience in a similar role as an Executive Assistant, Personal Assistant or Senior Administrative role, having supported Senior Leadership and MD level is important.
• Strong diary and inbox management skills, with the ability to juggle multiple priorities and anticipate needs before they arise.
• You will have confidence in liaising with senior stakeholders, external partners and suppliers with professionalism, a calm, proactive approach in a fast-paced environment.
• The ability to work independently, use initiative and solve problems proactively
• You will be proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and have the ability to pick up new systems quickly.
• You will naturally be a strong and clear communicator.

About you:

• Due to the nature of the role, you will have excellent organisation skills, high attention to detail and the ability to handle highly confidential and sensitive information with integrity and discretion.
• The ability to work independently, use initiative and solve problems proactively.

• Able to balance multiple priorities, respond to unexpected challenges, and deliver high-quality support to diverse teams across the organization.

You’ll get:

• 25 days holiday plus bank holidays
• Holiday purchase scheme, following successful completion of probation period
• Early finish on a Friday
• Discretionary company bonus scheme
• Enhanced pension scheme – employee contribution 4% and company contribution 6%, or you can increase your contribution to 6% and company contribution will increase to 10%
• Life assurance x 4 (subject to scheme T&C’s)
• Access to our internal benefits and discounts programme for all colleagues
• Cycle to work scheme
• Group income protection
• Flexible parental benefits (if applicable)
• Free parking onsite
• Access to our Internal employee assistance network, giving you the opportunity to reach the heights of success within your new position.
• Continued professional career development
• Kudos reward opportunities (internal achievements scheme)
• Occupational Health & Wellbeing Services
• Discount off entry into the Historic Dockyard

Background checks & security

Please note that due to the nature of the site we are based on and the work carried out, once offered we carry out a number of pre-employment checks which include UKSV clearance applications – you will need to be eligible for this and willing to go through the process. For more information, please speak with the Talent & Recruitment team.

About us:

At KBS Maritime, we’re not just another company – we’re an exciting and dynamic joint venture between industry leaders BAE Systems and KBR. Our team is dedicated to providing Asset Management, Infrastructure Management, Energy Solutions and Alongside Services at His Majesty’s Naval Base Portsmouth (HMNBP), the beating heart of the Royal Navy.

With almost two-thirds of Royal Navy’s surface ships stationed at HMNBP, working with KBS Maritime means being at the forefront of innovation and progress. We operate in a unique and fascinating environment, with a mix of historic dockyards and cutting-edge infrastructure that’s unlike any other.

By delivering state of the art solutions to the Royal Navy, KBS Maritime offers the chance to work on projects that make a real difference to the safety, security, and sustainability of the UK’s National Defence and Security. But it’s not just about the work – at KBS Maritime, we believe in the value of our people. We have the ethos of a small business, which means we value and empower our team members to succeed.

KBS Maritime is committed to building a diverse workforce and fostering an inclusive workplace. We welcome applications from individuals of every social or cultural background, age, gender, ability, sexual orientation, and belief.

We will make reasonable adjustments to the recruitment process to accommodate any disability. In the first instance, if you require this job advert in an alternative format, or require any assistance, please contact [e-mail]