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PA / Executive Assistant - Aberdeen

We are looking for a full-time PA / Executive Assistant in Aberdeen.

The main purpose of this role is to provide an efficient and confidential PA service, primarily to the Group CEO but also to the COO, CFO, Executive Chairman and Investors as required.

The role reports to the Group CEO.

 

The main tasks involved in the role are:


  • Provide an efficient and confidential PA service to the Group CEO including the compilation of letters, reports, minutes and Board papers in an accurate and timely manner
  • Organise meetings, including booking of rooms, equipment and co-ordinating catering requirements (internally and externally)
  • Manage the diary of the Group CEO, involving high level liaison with stakeholders, clients and employees

The successful applicant will have the following responsibilities:


  • Oversee the day-to-day running of the office. Screening phone calls, enquiries and requests, and handling them when appropriate
  • Coordinate calendars including organising and maintaining diaries, making appointments and assist to plan events, among varied time zones
  • Co-ordinate with receptionists
  • Arrange travel, accommodation and visas (as applicable) for Group CEO, COO, CFO, 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
  • Act as the Group CEO’s 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 Group CEO is adequately prepared ahead of internal and external meetings
  • Attending meetings, taking minutes and tracking actions
  • Credit card reconciliation / expenses / invoices
  • Any other duties as required


The successful applicant will have proven experience as an Executive Assistant or a similar role. The candidate should have knowledge of office procedures and have solid experience of office management systems. The candidate must have experience in exercising discretion and confidentiality with sensitive Company information. Strong communication skills are a must, with excellent organisational skills, an ability to think proactively and to prioritise work in a busy and challenging environment. The candidate must have the ability to work on their own initiative and is it essential to be able to work under pressure. Shorthand would be advantageous. It is also desirable for the candidate to have previous experience of working within a Private Equity backed Company and business environment.

 

How to Apply:


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


If you have any queries or require further information, please get in contact on the above email address.
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