Executive Assistant - Office Coordinator

TN United Kingdom; Fareham; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking an Executive Assistant - Office Coordinator to support the Managing Director in Fareham. This dynamic role involves managing travel arrangements, organizing meetings, and ensuring efficient office operations. The ideal candidate will be proactive, adaptable, and possess strong communication and organizational skills. You'll play a key role in creating a welcoming environment for staff and visitors while handling essential administrative tasks. Join a forward-thinking company that values diversity and offers a rewarding work environment with opportunities for personal and career development.

Qualifications

• Proven experience as a senior-level assistant requiring tact and discretion.
• Excellent organizational, IT, and problem-solving skills.
• Strong communication and relationship-building skills.

Responsibilities

• Provide efficient administrative support to the Managing Director.
• Ensure smooth office operations and maintain organization.
• Act as the first point of contact for guests and staff inquiries.

Skills

Administrative Support

Communication Skills

Organization Skills

Problem-Solving Skills

IT Proficiency (PowerPoint, Word)

Flexibility

Leadership Qualities

Discretion

Job description

Below is a refined version of the job description, focusing on clarity, structure, and removal of irrelevant content:

Executive Assistant - Office Coordinator, Fareham

Client: SAAB Seaeye

Location: Fareham, United Kingdom

Job Category: Other

EU work permit required: Yes

Job Reference: 2ed688c9a61a

Job Views: 13

Posted: 28.04.2025

Expiry Date: 12.06.2025

Job Description

Introduction

Saab UK is part of Saab Group’s global high-technology operations, offering solutions in defence, aviation, space, and civil security. We combine Swedish and British innovation to provide cutting-edge products and services, aiming to keep people and society safe. Our UK operations are experiencing rapid growth, offering numerous opportunities for personal and career development. Saab UK values diversity and offers a rewarding work environment that respects individual needs beyond work commitments.

Role Purpose

As an Assistant to the Managing Director (MD), you will provide efficient administrative, organizational, and logistical support, including:

• Arranging travel, visas, and accommodation
• Managing expenses and official entertainment claims
• Handling incoming emails and correspondence on behalf of the MD
• Organizing diaries and meetings
• Conducting specific projects and research
• Planning events and social activities
• Taking minutes during meetings
• Traveling to key meetings within the UK and occasionally to Sweden

As an Office Coordinator, you will ensure the smooth operation of the office, maintaining high levels of organization, communication, and safety for staff and visitors.

Key Responsibilities

• Serving as the first point of contact for guests, staff, and inquiries
• Ordering and organizing office and kitchen supplies, maintaining supplier relations
• Keeping office and communal areas presentable
• Maintaining the Visitors Book and security logs, issuing security passes, and ensuring visitors are accommodated with refreshments
• Coordinating conference room bookings and ensuring rooms are well-equipped and tidy
• Handling general administrative duties, including photocopying and scanning
• Managing Saab ID cards, alarm codes, and access requests
• Acting as Fire Warden
• Auditing office equipment periodically
• Supporting the Facilities Manager and handling mail and parcels
• Supporting offsite events and special projects
• Traveling to other offices as needed

Essential Skills

• Proven experience as a senior-level assistant requiring tact and discretion
• Flexibility and willingness to work occasional out-of-hours/weekends
• Proactive, adaptable, and able to work independently
• Strong communication, negotiation, and relationship-building skills
• Excellent organizational, IT, and problem-solving skills
• Leadership qualities and ability to 'make things happen'
• Knowledge of working within a defence environment is advantageous
• Proficiency in PowerPoint and Word
• Team-oriented with a solution-focused approach and high standards
• Personable, approachable, and an effective communicator
• Creative problem solver with inventive solutions