Executive Assistant

at  AAB

Skills:

• Excellent organisational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism and discretion.
• Ability to work independently and manage multiple tasks simultaneously.
• Strong attention to detail and problem-solving skills.
• Knowledge of travel logistics, event planning, and project management.
• Familiarity with strategic planning and documentation

Executive Assistant to the CFO, CCO, CGO and HoPS
Reports To: CFO
Grade: Senior Manager
Location: Aberdeen
Job Summary:
The Executive Assistant to the Chief Financial Officer (CFO), Chief Commercial Officer (CCO), Chief Growth Officer (CGO) and Head of Professional Services (HoPS) provides comprehensive support, ensuring the efficient operation of the executive office. This role is pivotal in enabling the CFO, CCO, CGO and HoPS to focus on strategic objectives by managing administrative tasks, preparing documentation, maintaining brand compliance, coordinating logistic arrangements for various events, and applying project management skills to ensure efficient workflow and execution. This role will work closely with the Executive Assistant to the Chief Executive Officer (CEO), Chief Operations Officer (COO) and Chief People Officer (CPO) and cover those roles as required. This role will also provide light support to the Chief Technology Officer, Head of Business Services and Group People and Engagement Partner.
Key Responsibilities:

1. Travel Coordination:

• Plan, book, and manage all travel arrangements for the CFO, CCO, CGO and HoPS including flights, accommodation, transportation, and itineraries.
• Ensure seamless travel experiences by anticipating needs and preparing necessary documentation.

1. Meeting Preparation:

• Prepare and ensure all documentation and actions are ready for meetings.
• Assist in drafting agendas and meeting materials and ensuring that meeting participants are briefed in relation to agenda and meeting materials required.

1. Meeting Support:

• Take accurate and detailed actions during meetings, capturing key points, action items, and recording actions.
• Follow up on action items and ensure timely completion.
• Coordinate and schedule meetings, ensuring efficient time management.

1. Slide Presentations and Brand Compliance:

• Create and edit slide presentations for the CFO, CGO, CGO and HoPS, ensuring high-quality and brand-compliant materials.
• Maintain consistency in branding across all executive communications and presentations.

1. Group Executive Team Efficiency:

• Work closely with the Executive Assistant to the CEO, COO and CPO to streamline processes and improve operational efficiency.
• Act as the primary contact between the CFO, CGO, CCO and HoPS and internal departments, ensuring effective communication and collaboration.
• Identify opportunities for process improvement and implement solutions.

1. Logistic Arrangements for Events:

• Coordinate logistic arrangements for conferences, large get-togethers, GET meetings, and other ad-hoc physical events with the Executive Assistant to the CEO, COO and CPO.
• Manage event planning tasks including venue selection, catering, AV requirements, and accommodation for participants with the Executive Assistant to the CEO, COO and CPO
• Ensure all event logistics are handled efficiently, including registration processes, materials preparation, and on-site support.

1. Project Management:

• Apply project management skills to manage and execute various initiatives and tasks efficiently.
• Develop and maintain project plans, track progress, and ensure timely completion of projects.
• Collaborate with stakeholders across the business to ensure project goals are met.

Required Skills and Qualifications:
Experience: Previous experience in a similar role supporting C-suite executives.
Education: Bachelor’s degree in Business Administration, Management, Human Resources, or a related field preferred.

Skills:

• Excellent organisational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism and discretion.
• Ability to work independently and manage multiple tasks simultaneously.
• Strong attention to detail and problem-solving skills.
• Knowledge of travel logistics, event planning, and project management.
• Familiarity with strategic planning and documentation.

Personal Attributes:

• Proactive and resourceful with a solution-oriented mindset.
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal skills and the ability to build relationships at all levels.
• High degree of integrity and confidentiality.
• An ability to anticipate needs and provide proactive administrative support