Executive Assistant in Aberdeen

Ithaca Energy is accepting applications for the position of Executive Assistant, located in our Aberdeen Office.

Position Overview

Providing executive support to the CEO, with a primary focus on maximising their time by managing the planning, preparation and coordination of internal and external meetings, alongside coordination of all diary related matters utilising the broader support team. Support and enable the CEO to focus on high-impact activities and decisions by ensuring timely execution of strategic priorities, managing key external relationships (Partners, Officials, Board and business community) and follow ups across departments.

Responsibilities

• Diary management for the CEO, including:
• Proactively manage the CEO's calendar and planning to effectively manage time.
• Coordinate internal and external meetings, including board, executive committees, and other key stakeholder meetings.
• Support the CEO in managing the Executive Leadership Team (ELT) meeting's agenda; meetings cadence, and performance focus.
• Support preparing materials for and follow up on ELT and strategy meetings, alongside action close out.
• Support CEO's participation in external engagements (e.g., conferences, regulatory meetings, government briefings, partner meetings, etc.) by ensuring all relevant internal and external resources are coordinated and input provided in a timely manner and in line with strategic outcomes.
• Work with key stakeholders to define objectives, agendas and required outputs for all key meetings.
• Ensure all papers; presentations and supporting materials are prepared, reviewed and distributed in advance to maximise effectiveness of CEO's time.
• Provide briefing packs to the CEO, highlighting key issues and decisions required and liaise with internal/external attendees/contributors to ensure timely inputs.
• Plan and arrange for preparation sessions ahead of meetings; help draft talking points, briefing papers, and presentations in support of CEO.
• Work with the Company Secretary to prepare materials for Board and committee meetings, ensuring timelines and content quality.

• Meeting Coordination:
• Organise logistics including venues and hospitality.
• Act as central coordination point between participants, ensuring clarity and alignment.
• Support the CEO as required to ensure focus on priorities and required outcomes.

• Documentation and follow up:
• Capture notes, action and decisions follow-up/close out.
• Support CEO in translating priorities into execution plans and timelines.
• Track decision implementation, key deliverables, to ensure focus on KPIs and timely execution.
• Support preparation of minutes where required and action logs.

• Stakeholder engagement:
• Build effective working relationships with senior internal and external stakeholders and board members.
• Act as a professional and discreet point of contact on behalf of the CEO.

• Ad hoc as and when required:
• Support and stand in for other Executive Assistant as required.
• Arrange and assist with Team social events and Team Building sessions.
• Coordinate events on behalf of the CEO and Executive Team.
• Provide general admin support as required and attendees at events as needed in support of the CEO.

Qualifications & Experience

• Proven experience as an executive assistant supporting senior leadership (preferably at CEO level within a PLC environment).
• Experience supporting Board and/or Executive committees.
• Strong organisational skills with exceptional attention to detail.
• Ability to manage complex scheduling across multiple stakeholders (internally and externally).
• Excellent written and verbal communication skills, including experience preparing briefings and summaries for senior leaders.
• Strong judgment and ability to prioritise in a demanding environment.
• Strong stakeholder management skills with confidence operating at senior levels, ability to influence internally and externally.
• High level of discretion and professionalism.
• Communication and interpersonal skills are critical to this role as the incumbent must be able to engage with a wide range of people, including senior management and external stakeholders.
• Proactive and forward-thinking.
• Highly organised and structured.
• Proficiency in written and verbal communication, to present complex information clearly and concisely.
• Calm under pressure.
• Strong stakeholder management capability.
• High level of proficiency in Microsoft Applications in particular: Word; Excel and PowerPoint.

We are committed to building a diverse organisation with a variety of backgrounds, skills and views. The more inclusive we are, the better we are. We recognise you may not fulfil every criteria but if you meet most of them, please apply.