Executive Assistant and Office Manager

James Fisher and Sons plc; Aberdeen City; Hybrid; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a dynamic Executive Assistant and Office Manager to provide professional support to their Energy Division. This hybrid role, based in Aberdeen, requires a proactive individual who thrives in a fast-paced environment. You'll manage complex diaries, organize travel logistics, and ensure smooth office operations while contributing to strategic planning. If you possess strong organizational skills and enjoy working closely with leadership teams, this is the perfect opportunity to make a significant impact in a supportive and innovative workplace.

Qualifications

• Experience as an Executive Assistant with office management skills.
• Proficient in Microsoft Office and travel logistics.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage diaries and travel arrangements for senior leadership.
• Prepare documents and reports to support organizational objectives.
• Oversee daily office management and liaise with support functions.

Skills

Microsoft Office

Diary Management

Travel Logistics

Communication Skills

Organizational Skills

Job description

About The Role

Executive Assistant and Office Manager

Permanent, Full-time

Hybrid, Aberdeen. 3 office days per week minimum.

About Us

James Fisher is a global engineering services company. From our origins as a ship owner and operator, we’ve evolved to provide the expertise and innovative technology our customers need in the harshest of environments across Energy, Defence and Maritime Transport.

The Role

Looking for a dynamic and varied role where you can make a real impact? This position offers the opportunity to provide efficient, effective, and professional support to our Energy Division Senior Leadership Team (SLT) and Exco team members. You’ll be involved in a broad range of tasks, ensuring the smooth day-to-day running of the business while contributing to long-term strategic planning activities.

This office-based role, located in Aberdeen, requires a minimum presence of three days per week, with rare occasions for travel. If you thrive in a fast-paced environment and enjoy working closely with leadership teams, this could be the perfect opportunity for you!

This role will require an adaptable and energetic individual that is happy with the demanding nature of an Executive Assistant role as well as the day-to-day running of an office and everything that comes with that.

Principle Accountabilities

Principle accountabilities will include supporting the day-to-day management of the EXCO members and Energy SLT members, which involves diary management, expenses, travel arrangements, actions, and minutes management for reporting requirements. Proactive management of actions relating to outputs from meetings and other reporting requirements.

• Managing the day-to-day requirements within the Aberdeen Office, liaising with IT and other business support functions
• Proactively managing diaries, overseeing complex calendar requirements on a daily basis, and resolving scheduling issues
• Supporting preparation, completion, and follow-up of meetings
• Preparing documents such as Word, Excel, PowerPoint presentations, agendas, and reports to support organizational objectives
• Arranging travel, including visas, ground transfers, accommodation, and itineraries
• Expenses management and processing
• Processing invoices and raising Purchase Orders (POs)
• Supporting all administrative office duties
• Taking meeting minutes and ensuring follow-up on actions
• Supporting and hosting visitors to the offices and external events when required
• Managing third-party cleaners and maintenance providers
• Collaborating with other EAs in different locations to ensure integrated support for the Exco and SLT
• Supporting product line SLTs as needed for holiday cover and other office locations

Qualifications And Experience

• Previous experience as an Executive Assistant
• Office management experience
• Extensive administrative support background
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Experience organizing both domestic and international travel logistics
• Effective communication skills, confident in building rapport at all levels
• Strong business acumen with sound judgment skills
• Experience handling sensitive information
• Highly organized with excellent attention to detail
• Ability to meet tight deadlines and work under pressure while balancing less urgent tasks

If this sounds like the ideal next step in your career, then click ‘apply’ now!

You can learn more about James Fisher & Sons group companies and valued behaviors by watching this short film: We are One James Fisher - YouTube

Note: Due to high application volume, applications may close before the deadline. Please apply early to avoid disappointment.

James Fisher and Sons are committed to diversity and encourage applications from all backgrounds. We are a Disability Confident employer, recognizing that our success depends on a talented and diverse workforce. For more information, click here.

About You

Not Specified

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