Executive Assistant & Company Secretarial Coordinator

MJM Marine; Newry; On-site; GBP 35,000 - 52,000; Full time

Job summary

Rathbane Group is seeking an Executive Assistant & Company Secretarial Coordinator to provide confidential executive support and governance coordination. You will manage diaries, prepare board materials, and coordinate travel for senior leaders across our UK & Ireland operations.

The role also covers company secretarial duties and governance administration, liaising with Directors and stakeholders, and handling sensitive information with discretion. Strong MS Office skills are essential.

Qualifications

• Minimum 4 years’ relevant experience in an Executive Assistant or similar role, ideally supporting senior executives.
• Excellent organisational and prioritisation skills with the ability to work independently and manage competing demands.
• Excellent written and verbal communication skills.
• Strong discretion when handling confidential and commercially sensitive information.
• Proficient with MS Office and related tools.

Responsibilities

• Provide confidential and proactive executive support to the Group Managing Directors.
• Manage complex diaries, schedules, correspondences and priorities, anticipating requirements and resolving conflicts.
• Organise meetings and events, including agendas, briefing papers, presentations and materials.
• Take accurate minutes at Board and senior management meetings and follow up actions.
• Coordinate travel arrangements and expenses.
• Draft correspondence and presentations and perform research as required.
• Maintain records, databases and filing systems.
• Support governance with board and subsidiary meetings and minutes.

Skills

Executive support

Calendar management

Stakeholder management

Communication skills

Discretion with confidential info

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Executive Assistant & Company Secretarial Coordinator

Executive Assistant & Company Secretarial Coordinator

Compan y Overview

The Rathbane Group is a second-generation, family-led business, hea dquartered 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.

Executive Assistant & Company Secretarial Coordinator