Executive Assistant to Chief Executive Officer

Full-time, 5 days per week

Office location - Portsmouth

Hybrid working available

We are a long-established transport business with a proud history of delivering essential services to our customers. Due to recent changes of CEO, Executive Team and strategy, we are seeking a new Executive Assistant to support our Board and Executives to drive change while maintaining the legacy and reputation of a business with over 100 years of service.

In addition to supporting the CEO’s activities, this role will take on the responsibilities of Office Manager, ensuring smooth and efficient office operations and contributing to the coordination of key company initiatives.

• Calendar & Schedule Management: Efficiently manage and prioritise a complex calendar for the CEO, coordinating internal and external meetings, travel, and public engagements.
• CEO Inbox Management: Prioritising items, filing, and responding where appropriate.
• Communication & Correspondence: Draft and manage high-level correspondence, ensuring professional and timely communication with stakeholders, partners, and customers.
• Meeting Preparation & Documentation: Prepare agendas, presentations, and reports for meetings, including the Board meetings, ensuring all documents are organised and accurate. Take minutes as required, and track follow-up actions.
• Travel Coordination: Manage the CEO’s travel arrangements, including ferry route inspections, meetings with stakeholders, and industry events, ensuring all logistics run smoothly.
• Stakeholder Liaison: Act as the primary point of contact between the CEO and key stakeholders, including government bodies, ferry regulators, industry associations, and local businesses.
• Project Support: Assist the CEO with high-priority strategic projects, helping to coordinate and track progress to ensure timely and efficient execution.
• Confidentiality & Discretion: Handle confidential matters with the highest level of professionalism, discretion, and trust.
• Event Management: Organise and coordinate company events, team building events, Board activities and senior team inductions.
• Executive Team Coordination: Provide administrative and logistical support to the wider executive team, assisting with meeting schedules, documents, and action items.
• Board & Senior Management Support: Prepare materials for board meetings, senior leadership meetings, and other high-level discussions, including collecting and summarising reports from different departments.
• Office Operations: Oversee the day-to-day operations of the executive team office, including managing supplies, coordinating facilities, and ensuring the office environment is productive and well-maintained.

Knowledge & Experience required:

• Demonstrable experience as EA/PA supporting within an operational, consumer facing business.
• Ability to manage multiple priorities and stakeholders simultaneously.
• Exceptional communication skills, both written and verbal, with the ability to represent the CEO and the executive team professionally.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and office management systems.
• Experience handling sensitive and confidential information with discretion.

Wish to Apply? Please send over your most up-to-date CV to Anna Curtis – acurtis@insignistalent.com