Executive Assistant (VN3184) Norwich, England
Acteon provides a range of industry-leading products and services to support marine and subsea projects for the renewable, nearshore construction and oil and gas sectors across all phases of the lifecycle. We develop and engineer solutions and integrated services using data and knowledge-based insight across our customers’ dynamic floating and fixed physical infrastructure.
Acteon is looking to source an Executive Assistant on a full-time, permanent basis. The Executive Assistant is responsible for the day-to-day diary management of the Chief Executive Officer & Chief Financial Officer with close relationships to the leadership team to anticipate needs and prioritise tactical and strategic actions. This role requires a highly confidential and naturally discrete individual who can handle sensitive information while maintaining trust and personal accountability.
This role offers a hybrid model and is flexible in location, ideally near an Acteon Facility in Norwich, London, or Aberdeen.
Duties & Main Responsibilities
* Manage the CEO & CFO’s inbox and personal calendars to triage and prioritise actions, limiting distractions to accelerate day-to-day operations and produce task lists based on priorities.
* Attend, schedule, and minute board meetings, Executive Management Team meetings, and specialist business-centric projects, taking actions and following up with relevant parties to completion.
* Act as Account Manager for the Travel Management Company, triaging issues, maintaining relationships, managing operational issues surrounding travel providers, and ensuring the most efficient and cost-effective solutions are used for travel in accordance with policy guidelines.
* Oversee travel arrangements both domestically and internationally for the EMT, providing and circulating full travel itineraries, and anticipating and responding to last-minute changes as required.
* Work closely with the EMT to oversee schedules and optimise the work environment for management, including co-ordination of monthly communication webinars, quarterly all-hands webinars, leadership events, and business and budget reviews.
* Responsible for timely collation, proof-reading, publishing, and distribution of monthly EMT Reports.
* Manage and approve EMT expenses, from collating receipts with expense forms to facilitating approvals and timely payment processing.
* Line manage and develop the Office Manager, ensuring the smooth and efficient day-to-day running of the offices and robust business support function is provided across multiple domains for maximum added value.
* Initiate and lead or provide support on a wide range of projects, ensuring meticulous planning and prioritising time and resources for streamlined delivery and optimum impact on the bottom line.
* Ad hoc responsibilities within the scope of the role.
Required
* Office management experience with a proven track record of achievement and delivery.
* Advanced Microsoft Office suite skills (Outlook, Word, Excel, and PowerPoint) / experience with O365.
* Adaptable in style with the ability to build relationships with a variety of individuals from diverse cultures, backgrounds, and levels in the organisation.
* Highly focused and committed, with the ability to consistently think ahead about requirements and pre-empt issues.
* High attention to detail with an excellent command of written English, grammar, and spelling.
* Excellent time management, developed organisational skills, and ability to multi-task.
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