Executive Assistant/Office Manager

Orion Engineering Services Limited; Aberdeen City; On-site; GBP 60,000 - 80,000; Full time

Job summary

A dynamic energy operator in the UK is seeking an EA/Office Manager to support a busy CEO. This role involves managing the CEO's diary, preparing correspondence, and ensuring smooth office operations in Aberdeen and Teesside. The ideal candidate has strong communication and problem-solving skills, with extensive experience at the executive level. This is an initial 14-month contract with a competitive salary and benefits, potentially leading to a permanent position.

Benefits

Competitive salary and benefits

Qualifications

• Proven track record of acting as an Executive Assistant at executive level.
• Ability to adapt style to be a strong team player.
• Discrete and demonstrable evidence of handling highly confidential information.

Responsibilities

• Manage CEO electronic diary and prepare formal correspondence.
• Support CEO in maintaining a business calendar and prepare performance reports.
• Ensure smooth running of Aberdeen and Teesside offices.

Skills

Excellent communication skills

Strong problem-solving skills

Advanced level skills in MS Office

Job description

We have a fantastic opportunity to join a dynamic and close knit Operator team working as an EA/Office Manager supporting a busy CEO.

Ths role would suit a professional and experienced EA used to supporting at C‑Suite level and ideally who has supported within an Energy Operator business or Tier 1 Service Provider and used to supporting a very busy member of senior management with confidential correspondence, diary management, preparing presentations and slides, arranging corporate events, as well as managing the office day to day.

The plan is to initially engage on a 14 month contract (FTC on the client’s payroll) and there is a competitive salary and benefits package available plus potential for the role to convert to staff.

Responsibilities

EA to CEO

• Proactive management of CEO electronic diary.
• Prepare formal correspondence for company and handle received correspondence.
• First point of contact for generic calls and queries made to CEO.
• Organise efficient travel to coincide with diary & calendar and coordinate expenses.

Administration Management and Support

• Support CEO to maintain a rolling 12-month business calendar and prepare regular performance reports.
• Line Manager to administration team.
• Maintain close working relationship with other relevant external administrators / EAs.
• Organise events on behalf of company team for internal & external purposes.
• Support/oversee organisation of travel bookings as requested and support completion of expenses.
• Support/oversee all administrative tasks.
• Assist training working group with company training plan and process, including organising company wide training and overseeing auditable recording.
• Support HR with company onboarding and induction process for new starts.

Office Management

• Ensure smooth running of Aberdeen and Teesside offices and the office facilities.
• Coordinate/oversee office purchases and support contracts (eg printer, stationery, sundry items).
• Manage and interface with the office admin service providers (eg cleaning companies) and facilities management providers.
• Responsible for company Business Management System and company-controlled documentation.

Experience & Qualifications

• Proven track record of acting as an Executive Assistant at executive level.
• Excellent communication skills both internally and externally and ability to operate at senior executive level.
• Strong problem‑solving skills
• Self‑motivated, organised and efficient in understanding, coordinating and delivering actions.
• Demonstrates the confidence in expressing opinions and advocate for what is right, while also skilled at finding common ground and facilitating compromise.
• Discrete and demonstrable evidence of handling highly confidential information.
• Ability to adapt style to be both a strong team player and adapt to different personal styles.
• Ability to understand company’s operational, financial & business objectives and goals.
• Ability to remain calm under pressure and capable of thinking on their feet in a crisis.
• Advanced level skills in MS Office suite of products.

Contract position

If you feel that you are well suited to the above opportunity and would like to find out more then please contact Orion Group for more information or apply by forwarding your current CV quoting reference: TR/080521.

Our role in supporting diversity and inclusion

As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.