Executive Assistant and Office Manager

James Fisher and Sons plc; Inverness; 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 exceptional support to their Energy Division's leadership team. This hybrid role, requiring a minimum of three office days per week, offers a unique opportunity to contribute to the smooth operation of the business while engaging in strategic planning. The ideal candidate will thrive in a fast-paced environment, showcasing their organizational skills and attention to detail. Join a company that values diversity and encourages professional growth while making a real impact in the engineering services sector.

Qualifications

• Proven experience as an Executive Assistant and in office management.
• Strong proficiency in Microsoft Office applications.

Responsibilities

• Manage day-to-day operations of the office and support EXCO members.
• Organize meetings, travel, and manage complex diaries.

Skills

Microsoft Office

Diary Management

Travel Logistics

Administrative Support

Communication Skills

Attention to Detail

Job description

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 be to support the day to day management of the EXCO members and Energy SLT members to varying degrees this will include diary management, expenses, travel, 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 any scheduling issues
• Supporting preparation, completion and follow-up of any meetings
• Preparing Word, Excel, PowerPoint presentations, agendas, reports, and other documents in support of organizational objectives
• Arranging travel including visas, ground transfers, accommodation and itineraries
• Expenses management and completion
• Processing invoices and raising Pos
• Support in all administrative office duties
• Taking of meeting minutes and ensuring actions are followed up
• Support and host visitors to the JFS offices and external events when required
• Manage third party cleaners and maintenance providers
• Collaborate with other EA’s in other locations to ensure full integrated support of the Exco and SLT
• Supporting product lines SLT’s as required when needed for holiday cover and other office locations as needed.

Qualifications and Experience

• Previous experience working as an Executive Assistant
• Previous office management experience
• Extensive experience in administrative support
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Experience in organising both domestic and international travel logistics
• Team player with the ability to communicate effectively and professionally, building rapport with people at all levels in a confident manner
• Strong business sense with the ability to decipher priorities and make sound judgment calls when needed
• Experience of working with sensitive information
• Organised and focused with excellent attention to detail
• Ability to work to tight deadlines and work under pressure to achieve time bound goals but also able to successfully balance this with progressing important but less urgent work.

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

You can find out more about James Fisher & Sons group companies and valued behaviours by watching a short film here: We are One James Fisher - YouTube

Due to the volume of applications, we receive for our vacancies, on occasion applications may close before the deadline, so please apply early to avoid disappointment.

James Fisher and Sons are committed to taking positive action on diversity and strongly encourage applications for candidates from all backgrounds. We are proud to be a Disability Confident employer and recognise that our success depends on our talented and diverse workforce. For more information Click here