Executive Assistant & Company Secretarial Coordinator in Newry

The Rathbane Group is a second-generation, family-led business, headquartered in Newry, Northern Ireland with locations across the UK, Ireland and Poland. It is the parent brand for a group of companies comprising MJM Marine, Mivan, Topglass, NTS and Rathbane Holdings. The Rathbane Group is a world-leading business delivering high-end fitout and manufacturing services across a range of sectors on both marine and land-based projects. We offer a complete spectrum of services to include pre-construction, design, manufacturing, technical, resourcing and project management. We take a partnership approach and believe in building long-term relationships by working with our clients and our communities.

Main Duties/Responsibilities

• Provide confidential and proactive executive support to the Group Managing Directors.
• Manage complex diaries, schedules, correspondences and priorities, anticipating requirements and resolving conflicts where possible.
• Organise meetings and events, including preparation of agendas, briefing papers, presentations and other supporting materials.
• Take accurate minutes at Board and senior management meetings, distribute minutes promptly and follow up agreed actions.
• Manage internal and external communications on behalf of the Group Managing Directors, acting as a key point of contact and prioritising matters requiring their attention.
• Coordinate travel arrangements, itineraries, accommodation and expenses.
• Draft correspondence, reports and presentations and undertake research or analysis as required.
• Build and maintain effective relationships with senior internal and external stakeholders.
• Maintain appropriate records, databases and filing systems.

Company Secretarial & Governance Support

• Provide administrative and operational support for the corporate governance requirements of the Group and its subsidiary companies.
• Coordinate Board and subsidiary company meetings, including agendas, Board packs, minutes and action tracking.
• Liaise with Directors and relevant stakeholders regarding Board and governance matters.
• Maintain statutory registers and corporate records and coordinate required Companies House filings.
• Maintain accurate records of Group entities and Directors and support changes to the Group corporate structure.
• Support the Group and subsidiary company Financial Controllers with company secretarial and governance matters.
• Support the Group’s governance and risk management activities through the administration and coordination of Group insurance arrangements.
• Help ensure compliance with relevant corporate governance requirements and internal policies.

Person Specification

• Minimum 4 years’ relevant experience in an Executive Assistant, Legal Secretary, Paralegal or similar professional support role, ideally supporting senior executives, directors or board-level activities.
• Excellent organisational and prioritisation skills, with the ability to work independently and manage competing demands.
• Excellent written and verbal communication skills.
• Strong attention to detail and the ability to handle confidential and commercially sensitive information with discretion.
• Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Confident working with senior internal and external stakeholders.
• Working knowledge of Companies House requirements and corporate governance principles.