Executive Assistant to Directors (Part-time)- South Aberdeen

Website £18K (20 hours per week)

This client based in South Aberdeen is a forward-thinking company that covers a diverse range of divisions. They are currently looking for an Executive Assistant to Directors to join the company on a part-time basis.

 

 

The Role

 

Responsible for supporting the Directors and their senior teams to stay organised with daily tasks and communications. Helping to maintain smooth and efficient operations at Director-level. It requires a friendly, proactive, can-do attitude and skills in prioritising tasks, remaining flexible and adaptable to various needs.

 

Main Duties and Responsibilities

 

Meetings

  • Setting up internal and external meetings.
  • Ensuring that room bookings, catering, etc are in place before meetings/events.
  • Ensuring that the Directors have assistance with documents ahead and post meetings.

Administrative support

  • Support the Directors with processing correspondence.
  • Maintaining accurate and effective administrative and financial records.
  • Organise and maintain the office system for the Chairman.
  • Conference and event administrative support.
  • Process expenses.

 

Communication management

  • Facilitate effective communication within the organisation, with external partners (UK + oversees) and clients on behalf of the Directors.

 

Travel arrangements

  • Overseeing all travel and accommodation booked by the company through our external provider.
  • Organising travel arrangements.
  • Maintaining a good working relationship with our external travel provider.
  • Keeping an accurate record of travel bookings.

 

Confidentiality management

  • Handle sensitive information discreetly and maintain confidentiality on all matters.

 

Chairman support

  • Collaborate with the Chairman’s PA to ensure smooth running of his professional affairs.

 

Project Management

  • Helping the PR department with organising various events and corporate stands for global events.
  • Coordination of annual gifting from Chairman including Christmas cards and yearly desk calendar.
  • Helping organise events.

Other

  • Cover reception lunch period on a daily basis.

 

Requirements

 

Qualifications and Experience

 

  • Proven experience in supporting at a senior level.
  • Excellent verbal and written communication skills.
  • Demonstrable experience of technical skills (Teams, Word, Excel, PowerPoint, Outlook, SharePoint or similar) at a proficient level.
  • Experience in handling sensitive and confidential information with discretion.
  • Experience working autonomously with strong drive and motivation.
  • Experience creating positive and productive working relationships.

 

Additional Skills and Key Attributes

 

  • Conscientious work ethic with excellent organisational skills.
  • Attention to detail and a can-do attitude with initiative.
  • Proactive, resourceful, and diligent.
  • Effectively multi-tasking and adapting to changing priorities in a proactive way.
  • Enthusiastic, committed, and positive with excellent communication skills.
  • Detail-oriented, accurate, and reliable with excellent time management.
  • Flexibility and willingness to take on additional responsibilities as the role evolves.
  • Strong team player.

 

Renumeration and Hours

 

  • Salary- circa £18K annual (circa £17.30 an hour)
  • 20 Hours per week.
  • Mon – Fri 4 hours a day (successful candidate can choose their preference of set hours for each day as long as it covers 1200 – 1300)

To apply for this job email your details to grant.mcinroy@kbmresourcing.com.

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