Executive Assistant to CEO - Travel, Facilities & Ops

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

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.