Executive Assistant to CEO, CCO & COO

CustomsLink, Ltd.; Preston; On-site; GBP 28,000 - 42,000; Full time

Benefits offered by this job

35 hour week

Birthday day off

Six ferry crossings per year

Enhanced annual leave

Employee Assistance Programme

WH Cash Plan

Life assurance

Retail discount scheme

Cycle scheme

Tech scheme

Learning and Development

Social events

Recognition awards

Job summary

CustomsLink, Ltd. is seeking a highly organised Executive Assistant to support the CEO, COO and CCO. You will manage complex calendars, coordinates meetings, track actions, and ensure effective communication across the organisation.

Prior office management experience and proficiency with modern admin tools are essential. You will handle travel arrangements, expenses, and provide central administrative support, acting as a gatekeeper to senior leaders and ensuring seamless daily operations.

Qualifications

• Experience providing senior-level administrative support to C-suite executives.
• Strong organisational skills and attention to detail.
• Ability to manage multiple priorities with minimal supervision.

Responsibilities

• Provide day-to-day executive support to CEO, COO and CCO.
• Own diary management across the C-suite; prioritise meetings.
• Prepare meeting minutes, capture actions and track deadlines.
• Coordinate travel, accommodation and expense reporting for the C-suite.
• Maintain planning documents and ensure timely communication across teams.

Skills

Executive support

Diary management

Communication skills

Multi-tasking

Tools

Outlook

Microsoft 365

Job description

We offer an exciting opportunity to be part of our success story and a fantastic employee centric business, part of the Stena Line portfolio.

The business has three pillars.

• Customs - CustomsLink was created in response to post Brexit border complexities and takes a fresh approach to an old established business by digitalising the processes.
• Ferries – Established in 2003, Freightlink is one of Europe’s largest, whole of market freight ferry agencies. We have achieved this through a complementary focus of delivering digitalisation and impeccable customer service.
• Freight forwarding – Freightlink Reload provides first class freight forwarding services throughout Europe by integrating with Freightlink’s freight ferry customers we can offer unrivalled access to hauliers throughout Europe.

What we are looking for?

We are seeking a highly organised and proactive Executive Assistant to provide comprehensive support to the CEO, COO, and CCO of our organisation. This role requires a professional with excellent administrative skills, attention to detail, and the ability to manage multiple priorities efficiently. The successful candidate will play a vital part in ensuring smooth daily operations and facilitating effective communication across all levels of the organisation. Prior experience with office management tools and software is essential to excel in this position.

What will you be doing?

• Executive Support & Communication: Provide day-to-day support and manage and prioritise executive emails where appropriate.
• Diary & Meeting Management: Full ownership of diary management across the C-suite where appropriate, ensuring effective prioritisation.
• Meetings & Actions: Full ownership of meeting minutes, preparing for forthcoming meetings, capturing actions, chasing delivery and reminding Heads of Teams (HoT) of actions and deadlines.
• Business Organisation: Maintain business planners, action trackers, and ensure alignment across activities and deadlines.
• SBP Ownership: Maintain and manage Strategic Business Planning documentation, ensuring it is up to date and structured.
• Gatekeeping: Act as a gatekeeper to the C-suite where appropriate, managing access and communication flow.
• Travel & Expenses: Organise travel, accommodation, itineraries and manage expenses for the C-suite.
• Office Support: Organise meetings, lunches, presentations and ensure the C-suite is always prepared.
• Business Coordinator Cover: Provide cover for the Business Coordinator role, ensuring day-to-day administrative operations, internal coordination, and business support activities continue seamlessly in their absence.
• Accountability: Chase deadlines, track deliverables and escalate delays where required.
• Project Support: Support key projects and initiatives across the business.
• The Executive Assistant acts as a central administration driver of organisation and accountability across the business.
• The role requires ownership, structure and the confidence to operate across all levels of the organisation.

What do you need to succeed?

We are on the look out for a high organised, self-driven, confident and positive individual with a can-do attitude. Ideally you will have previous experience in strong admin, PA or planning, which will provide transferrable skill to the role.

Who we are

We are an exciting blend of people with different experiences, different skills, come from different cultures and have our own input to bring to the table. And although we’re all different, the glue that holds us all together is the simple desire to collectively be the best.

What do you get out of it all

Our success comes from our people, the ideas they generate and the amazing results they bring. We place a great emphasis on the knowledge share and your development.

We are not Google. We don’t have a slide or games consoles in the office, but we do offer:

• 35 hour week
• Birthday day off - after 1 years full service
• Six free Stena Line ferry crossings per year - for you and your immediate family
• Enhanced annual leave - starting after 2 years service
• Employee Assistance Programme ‘Help at Hand’ - supporting you and your family with advice, guidance and counselling on a variety of areas
• Westfield Health Cash Plan - Claim back a proportion of your everyday healthcare and medical expenses
• Life assurance - £50,000 tax free lump sum to your loved ones through our death in service policy
• Retail discount scheme - access to a wide range of discounts on food and shopping
• Cycle scheme - save money on a new bike or accessories and spread the cost
• Tech scheme - up to 12% off tech and appliances at Currys whilst spreading the cost
• Learning and Development - we offer a range of learning opportunities
• Social events - trips to the pub, family activity days and more
• Recognition awards - via Employee of the Quarter