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Executive Assistant - Aberdeen

We are looking for an Executive Assistant to join the business, based in Aberdeen.

The Executive Assistant will provide an efficient and confidential executive assistance service on important and sensitive matters, primarily to the CEO, Group MD, COO and other board members as required.

This is a new position, which will provide the successful candidate the opportunity to develop the role together with the Executives. We are looking for someone with the ability to think proactively and to work on their own initiative.

The main tasks include, but are not limited to:

  • Ability to be pro-active, take ownership, react to challenges, problem solve and deal with matters on behalf of the Executives where possible.
  • Providing assistance to and supporting our ESG Committee and Agenda– e.g. attending and providing input at fortnightly meetings, coordinating associated events and meetings internally and externally, collating of reports and data.
  • Extensive Diary management for the executives, involving high level liaison with stakeholders, clients, employees. Decision making around meeting schedules, acceptance, planning and arranging meetings.
  • Preparing all correspondence, reports, minutes, PowerPoint presentations and Board papers in an accurate and timely manner.
  • Assessing and implementing processes to streamline and improve upon current practices.

Key Responsibilities:

  • Diary Management including coordinating, organising and maintaining diaries, making appointments among varied time zones.
  • Arranging, planning and coordinating customer service assignments, corporate hospitality and events.
  • Regular travel arrangements, accommodation and visas (as applicable) for CEO, Group MD, COO, Executive Chairman and Board Members. Preparing detailed itineraries, and proactively planning ahead for, and reacting to changes.
  • Handle confidential information in a professional manner.
  • Use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc to ensure administration tasks are completed in an effective and efficient manner, including producing general correspondence and maintaining files.
  • Preparing ad-hoc monthly reporting for Management as required.
  • Act as the Executives' representative and ambassador to external stakeholders as directed. Proactively understand who they are, which are priority contacts and build strong relations both with peers and executives.
  • Ensure the Executives are prepared ahead of internal and external meetings.
  • Attending meetings, taking minutes and tracking actions.
  • Raising Purchase Orders for management-related activities.
  • Credit card reconciliation/expenses/invoices.
  • Any other duties as required.

Key Skills, Attributes and Experience:

  • Proven experience as Executive Assistant or similar.
  • Relevant qualification preferable.
  • Solid experience of office management systems including Word, Outlook, Powerpoint and Excel. Previous experience using SAP preferred.
  • Knowledge of office procedures.
  • Strong communication and interpersonal skills.
  • Experience in exercising discretion and confidentiality with sensitive Company information.
  • Excellent organisational skills with an ability to think proactively and prioritise work.
  • Ability to work on own initiative and under pressure is essential.

How to Apply:

If you are interested in applying for the role please send your CV and a covering letter to recruitment@icr-world.com
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