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Executive Office Support / Personal Assistant (O911151)

Douglas, Isle of Man

Administration

Salary DOE

Full time / Permanent

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Job description

Overview

Our Internationally renowned Client is seeking a Executive Office Support / Personal Assistant to provide comprehensive operational assistance to the CFO and Directors. This role covers a wide range of disciplines, such as Finance, Company Secretarial, Human Resources, Travel Management, internal and external customer interfaces.

Role Profile

  • Assists the Executive Assistant with issuing reports within timeframes
  • Supports the CEO and CFO taking appropriate action, where necessary. Also provides support for all personal matters
  • Provides admin support for Operational Board meetings, including agendas, meeting papers, and minutes
  • Acts as an additional liaison between departments to facilitate communication at executive level
  • Co-ordinates attendance of meetings participants by managing complex schedules in multiple locations, including the use of ZOOM, Teams, Outlook Calendar, etc
  • Assists the Executive Assistant with minute taking, follow up, board packs and video conferencing aids to maximise business time
  • Ensures information is disseminated appropriately and within agreed timeframes
  • Deputises for the Executive Assistant during periods of absence
  • Travel management - ensures travel is booked in a timely manner to support cost savings
  • Organisation of travel itineraries for CEO and CFO. Oversight of travel for other directors. Liaises with Executive Assistant to ensure C-Suite travel and diary commitments align
  • Assists the Executive Assistant with global company secretarial matters
  • Ad-hoc duties for Senior Management at the Executive Assistant's discretion or as requested by the CEO and CFO
  • Manages the Business relationship with travel agencies and providers

Person Profile

  • Ability to work in a multi-faceted and busy environment
  • Microsoft Office Suite and other software (eg. Adobe)
  • Experience of handling sensitive and confidential information
  • Financial knowledge related to reconciliations, expenses management, etc
  • Excellent communication skills, written, verbal and via telephone
  • Ability to quickly understand the business, its priorities and its overall goals and align own efforts to support these
  • Ability to quickly grasp the roles/priorities & functions of the CFO's office and senior management team
  • Highly analytical and logical, but also empathetic; a relationship builder
  • Highly confidential with the ability to understand sensitivities and subtleties of a given situation
  • Commercially aware and emotionally resilient and able to act with integrity and discretion
  • Confident with the ability to appropriately challenge
  • Highly professional, exudes tact and diplomacy
  • Flexible and adaptable to rapidly changing circumstances
  • Bringing a task to completion, managing time and resources appropriately
  • Strategic and team focused
  • Results orientated and innovative

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