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- Tasks: Support the CEO and executive team while managing office operations and key projects.
- Company: Established transport business with over 100 years of service.
- Benefits: Hybrid working, competitive salary, and opportunities for professional growth.
- Why this job: Be at the heart of change in a respected company while developing your skills.
- Qualifications: Experience as an EA/PA, strong communication skills, and proficiency in Microsoft Office.
- Other info: Join a dynamic team and contribute to impactful projects in a supportive environment.
The predicted salary is between 36000 - 60000 £ per year.
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
Executive Assistant to Chief Executive Officer employer: Insignis Talent
Contact Detail:
Insignis Talent Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant to Chief Executive Officer
✨Tip Number 1
Network like a pro! Reach out to people in your industry, especially those connected to the company you're eyeing. A friendly chat can sometimes lead to insider info or even a referral!
✨Tip Number 2
Prepare for the interview by researching the company’s recent changes and initiatives. Show that you’re not just another candidate; you’re genuinely interested in how you can contribute to their legacy.
✨Tip Number 3
Practice your communication skills! As an Executive Assistant, you'll need to convey information clearly and professionally. Try mock interviews with friends or use online resources to sharpen your skills.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take that extra step to connect with us directly.
We think you need these skills to ace Executive Assistant to Chief Executive Officer
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Executive Assistant role. Highlight your experience in calendar management, communication, and project support, as these are key for us. Use specific examples that showcase your skills in a similar environment.
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you’re the perfect fit for our team. Mention your passion for supporting executives and how you can contribute to maintaining our legacy while driving change.
Showcase Your Communication Skills: Since this role involves a lot of correspondence, make sure your written application reflects your exceptional communication skills. Keep it professional yet personable, and don’t forget to proofread for any typos!
Apply Through Our Website: We encourage you to apply through our website for a smoother process. It helps us keep track of applications better and ensures you don’t miss out on any important updates from us!
How to prepare for a job interview at Insignis Talent
✨Know the Company Inside Out
Before your interview, make sure you research the transport business thoroughly. Understand its history, values, and recent changes in leadership. This will not only help you answer questions more effectively but also show your genuine interest in the role.
✨Master the Calendar Management
Since calendar and schedule management is a key part of the role, be prepared to discuss your experience with managing complex schedules. Bring examples of how you've prioritised tasks and handled conflicting appointments in the past.
✨Showcase Your Communication Skills
As an Executive Assistant, you'll need exceptional communication skills. Be ready to demonstrate your ability to draft professional correspondence and manage stakeholder relationships. You might even want to prepare a mock email or two to showcase your writing style.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your problem-solving abilities. Think about situations where you've had to handle confidential information or coordinate multiple projects simultaneously. Prepare specific examples that highlight your discretion and organisational skills.