Executive Assistant - #2184751

Location Country United Kingdom

Work Location Glasgow

Who are V? As a global leader in ship management and marine services, we add value to a vessel’s operations. Operating around the clock and around the world, V. gives every client the quality and efficiency they need in every sector. Covering crew management and recruitment, quality ship management and technical services, together with supporting management and commercial services, V. has an unrivalled industry knowledge with performance assured. Our values, We Care, We Collaborate, We Challenge, We are Consistent, We Commit and Deliver, are at the heart of everything we do and they support our strategy of Investing in Talent. We are always interested in making contact with talented individuals - people who will demonstrate our values and deliver great service, for internal and external stakeholders.

Overall Purpose of The Job

• Provide full executive and secretarial support to the Business Unit CEO, ensuring the effective management of priorities, communications, schedules and stakeholder interactions. Act as a trusted point of coordination for the CEO, supporting the smooth operation of the Business Unit and facilitating engagement with internal and external stakeholders.

Key Responsibilities and Tasks

• Provide full executive and secretarial support to the Business Unit CEO as required, acting as a focal point of contact and an effective liaison between colleagues, customers, senior leaders, partners and other key stakeholders.
• Manage a complex, fast-paced and changing diary and email correspondence involving extensive travel, competing priorities and regular engagement with senior internal and external stakeholders.
• Organise all related travel arrangements and requirements to exact specification, demonstrating excellent attention to detail, proactively anticipating changes, risks and operational requirements.
• Provide high-level support in the preparation of presentations, Board and executive papers, reports, proposals, business updates and other materials in line with CEO requirements, including proofreading, editing, document management and version control.
• Schedule, coordinate and arrange meetings, leadership events, appointments and travel requirements, ensuring all resources, logistics and supporting information are provided in a timely and professional manner.
• Support the coordination of Business Unit leadership meetings, ensuring agendas, presentations and preparatory materials are collated, reviewed and distributed in advance.
• Submit expenses and ensure the timely processing of invoices and other administration on behalf of the CEO in accordance with company procedures.
• Ensure all schedules, meeting packs, briefing notes and preparatory materials are received and reviewed prior to meetings and events.
• Maintain a high degree of confidentiality when handling commercially sensitive, organisational and people-related information.
• Build effective working relationships with stakeholders at all levels of the organisation and support the coordination of activities, communications and priorities across the Business Unit.
• Be flexible to undertake additional duties and responsibilities to support the efficient operation of the CEO office and wider Business Unit.

Essential

• Experience in a similar Executive Assistant role supporting senior executives within a global organisation.
• Excellent planning, organisational and numerical skills, with the ability to prioritise multiple activities in a fast-paced environment.
• Proactive, self-motivated and adaptable, with the ability to anticipate needs and resolve issues with minimal supervision.
• Excellent interpersonal and communication skills.
• Ability to build strong working relationships with employees, customers and stakeholders at all organisational levels, including senior executive leadership.
• Advanced proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• High levels of integrity, discretion, professionalism and confidentiality.
• Ability to collaborate effectively with peers and senior leaders across the business and influence priorities, schedules and outcomes where required.
• Ability to coordinate activities across a range of functional teams including HR, Finance, Legal, IT, Commercial and Corporate Functions.
• Experience supporting complex travel schedules, executive meetings and senior stakeholder engagements.

What can I expect in return? V. Group can offer you a market leading salary and benefits package, in addition to significant opportunities for career growth and personal development. This a great opportunity to join a true leader in the maritime sector - a company that has exciting plans for future growth.