Executive Assistant & Company Secretarial Coordinator

Rathbane Group; Newry; On-site; GBP 28,000 - 45,000; Full time

Benefits offered by this job

Equal opportunities employer

Job summary

The Rathbane Group, a family-led business with HQ in Newry, Northern Ireland and operations across the UK, Ireland and Poland, seeks an experienced Executive Assistant / Company Secretarial specialist to support the Group Managing Directors. You will manage diaries, coordinate Board governance, and maintain records for subsidiary companies.

Role requires 4+ years in senior support, strong organisational, communication and MS Office skills, with confidentiality and stakeholder management.

Qualifications

• Minimum 4 years’ relevant experience in an Executive Assistant, Legal Secretary, Paralegal or similar role.
• Excellent organisational and prioritisation skills, with the ability to work independently and manage competing demands.
• Excellent written and verbal communication skills.
• Strong attention to detail and the ability to handle confidential information with discretion.
• Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Confident working with senior internal and external stakeholders.
• Working knowledge of Companies House requirements and corporate governance principles.

Responsibilities

• Provide confidential and proactive executive support to the Group Managing Directors.
• Manage complex diaries, schedules, correspondences and priorities, anticipating requirements and resolving conflicts where possible.
• Organise meetings and events, including preparation of agendas and briefing papers.
• Take accurate minutes at Board and senior management meetings and follow up actions.
• Manage internal and external communications for the Group Managing Directors as a key contact.
• Coordinate travel arrangements, itineraries, accommodation and expenses.
• Draft correspondence, reports and presentations and undertake research as required.
• Build and maintain relationships with senior stakeholders.
• Maintain appropriate records, databases and filing systems.
• Provide administrative support for corporate governance and Board activities.
• Coordinate Board and subsidiary meetings, including agendas, packs, minutes and action tracking.
• Liaise with Directors regarding governance matters and maintain statutory records.
• Support Group and subsidiary financial controllers with governance matters.
• Assist governance and risk management through administration of insurance arrangements.
• Help ensure compliance with governance requirements and internal policies.

Skills

Executive support

Board liaison

Stakeholder management

Discretion

Attention to detail

Paralegal

Working with directors

Tools

MS Office

Job description

The Rathbane Group is a second-generation, family-led business, headquartered in Newry, Northern Ireland with locations across the UK, Ireland and Poland and is the parent brand for a group of companies comprising MJM Marine, Mivan, Topglass, NTS and Rathbane Holdings. The Rathbane Group is a world-leading business delivering high end fitout and manufacturing services across a range of sectors on both marine and land-based projects. We offer a complete spectrum of services to include pre-construction, design, manufacturing, technical, resourcing and project management. We take a partnership approach and believe in building long term relationships by working with our clients and our communities.

Main Duties/Responsibilities

• Provide confidential and proactive executive support to the Group Managing Directors.
• Manage complex diaries, schedules, correspondences and priorities, anticipating requirements and resolving conflicts where possible.
• Organise meetings and events, including preparation of agendas, briefing papers, presentations and other supporting materials.
• Take accurate minutes at Board and senior management meetings, distribute minutes promptly and follow up agreed actions.
• Manage internal and external communications on behalf of the Group Managing Directors, acting as a key point of contact and prioritising matters requiring their attention.
• Coordinate travel arrangements, itineraries, accommodation and expenses.
• Draft correspondence, reports and presentations and undertake research or analysis as required.
• Build and maintain effective relationships with senior internal and external stakeholders.
• Maintain appropriate records, databases and filing systems.

Company Secretarial & Governance Support

• Provide administrative and operational support for the corporate governance requirements of the Group and its subsidiary companies.
• Coordinate Board and subsidiary company meetings, including agendas, Board packs, minutes and action tracking.
• Liaise with Directors and relevant stakeholders regarding Board and governance matters.
• Maintain statutory registers and corporate records and coordinate required Companies House filings.
• Maintain accurate records of Group entities and Directors and support changes to the Group corporate structure.
• Support the Group and subsidiary company Financial Controllers with company secretarial and governance matters.
• Support the Group’s governance and risk management activities through the administration and coordination of Group insurance arrangements,
• Help ensure compliance with relevant corporate governance requirements and internal policies.

Person Specification

• Minimum 4 years’ relevant experience in an Executive Assistant, Legal Secretary, Paralegal or similar professional support role, ideally supporting senior executives, directors or board-level activities.
• Excellent organisational and prioritisation skills, with the ability to work independently and manage competing demands.
• Excellent written and verbal communication skills.
• Strong attention to detail and the ability to handle confidential and commercially sensitive information with discretion.
• Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Confident working with senior internal and external stakeholders.
• Working knowledge of Companies House requirements and corporate governance principles.

For further information contact Paula McDermott on [e-mail] or telephone [phone].

MJM Marine is an Equal Opportunities Employer.