Executive Assistant/PA

Fred. Olsen Ltd.; Greater London; Hybrid; GBP 40,000 - 55,000; Full time

Benefits offered by this job

Private Medical

Life Insurance

Enhanced Parental Pay

Discounted Travel

Cruise concessions

Retail discounts

Boost Benefits

Job summary

Fred. Olsen Ltd. in London seeks an Executive Assistant/PA to deliver proactive executive support to the CEO and ensure smooth operation of the London office.

The role involves managing office administration, facilities, and coordinating projects across the business. You will coordinate travel, handle confidential duties, manage invoices and expenses, and support Health & Safety activities as the Responsible Person.

Qualifications

• Exceptional organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and a proactive, solutions-focused approach.
• Excellent written and verbal communication skills, with the confidence to build relationships at all levels.
• Experience supporting senior executives and handling confidential information with professionalism and discretion.
• The ability to work independently while collaborating effectively across the wider business.

Responsibilities

• Provide dedicated executive support to the CEO, including preparation and formatting of reports, diary and meeting management, travel coordination, expense administration, and a wide range of confidential duties.
• Manage and coordinate complex travel arrangements, ensuring efficiency, flexibility, and seamless execution of domestic and international travel plans.
• Act as the primary point of contact for building management, service providers, and external contractors, maintaining strong working relationships and ensuring prompt resolution of facilities-related matters.
• Process invoices and approve expenditure within delegated authority levels, while maintaining accurate financial records and foreign currency holdings.
• Coordinate meeting room bookings, visitor management, and catering arrangements to support internal meetings and corporate events.
• Develop, implement, and continuously improve office procedures, administrative processes, and systems to enhance operational efficiency.
• Lead all day-to-day Health & Safety activities as the designated Responsible Person, ensuring compliance with company policies and regulatory requirements, maintaining accurate documentation, and conducting routine checks.
• Line manage and support the Office Administrator, providing guidance, prioritisation, and ongoing development.

Skills

Organisation

Attention to detail

Communication

Executive support

Discretion

Independent work

Job description

At Fred. Olsen Ltd., we empower people to make a difference. Whether shaping renewable energy’s future or delivering industry-leading logistics, our team thrives on innovation and collaboration.

Established in 1963, Fred. Olsen Ltd focuses primarily on the Renewable Energy, Forest Management, Logistics and Travel Sectors. Established and based in the UK, but operating globally, we operate with innovation, service and dependability in mind, and supply a central service function in Finance, HR, IT and Facilities services to the UK companies under our umbrella which include:

• The Natural Power Consultants
• ZX Lidars
• ZX Measurement Services

As a company we have a family culture, our success is anchored in an authentic heritage. Delivering our vision is down to the passion of our people, and we are proud to create opportunities for everyone to thrive and grow.

The Executive Assistant/PA role is responsible for delivering proactive executive support to the CEO and ensuring the smooth and effective operation of the London office. The position plays a key role in supporting business activities, managing office administration and facilities, and coordinating projects and initiatives as required.

• Provide dedicated executive support to the CEO, including preparation and formatting of reports, diary and meeting management, travel coordination, expense administration, and a wide range of confidential duties.
• Manage and coordinate complex travel arrangements, ensuring efficiency, flexibility, and seamless execution of domestic and international travel plans.
• Act as the primary point of contact for building management, service providers, and external contractors, maintaining strong working relationships and ensuring prompt resolution of facilities-related matters.
• Process invoices and approve expenditure within delegated authority levels, while maintaining accurate financial records and foreign currency holdings.
• Coordinate meeting room bookings, visitor management, and catering arrangements to support internal meetings and corporate events.
• Develop, implement, and continuously improve office procedures, administrative processes, and systems to enhance operational efficiency.
• Lead all day-to-day Health & Safety activities as the designated Responsible Person, ensuring compliance with company policies and regulatory requirements, maintaining accurate documentation, and conducting routine checks.
• Line manage and support the Office Administrator, providing guidance, prioritisation, and ongoing development.

What you will bring:

• Exceptional organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and a proactive, solutions-focused approach.
• Excellent written and verbal communication skills, with the confidence to build relationships at all levels.
• Experience supporting senior executives and handling confidential information with professionalism and discretion.
• The ability to work independently while collaborating effectively across the wider business.

Attached to this advert you will find a full overview of the fantastic benefits we offer, along with a detailed Job Profile for this position.

Fred. Olsen Ltd offers a wide range of exciting employee benefits including but not limited to Axa Health Private Medical, Life Assurance, Enhanced Maternity & Paternity Pay, Discounted Travel, Cruise Concessions plus retail discounts and cash back incentives through our Boost Benefits scheme.

As an equal opportunity employer, we celebrate diversity and are committed to creating an inclusive environment for all employees. We want to ensure that you feel supported throughout the application process and provide reasonable adjustments where necessary and requested. If you require any reasonable adjustments as part of your application and interview process, please do not hesitate to let us know.

We are excited you have visited our Careers page. We are seeking talented individuals that are excellent in their field of expertise and are posed with all potential and skills necessary to help us meet future business challenges.